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Purchasing and Contracts...
Vision
Providing all services related to meeting the needs of university units represented by all their staff members, in order to achieve the maximum benefit from available material resources, secure requirements according to priorities, serve the university’s interests, and comply with regulations and bylaws.
Mission
Organizing and enhancing purchasing operations and procurement procedures to achieve the highest level of professionalism and expertise in accordance with the regulations, systems, rules, and procedures followed in government tenders and procurement operations.
Objectives
Quality: By providing the university’s needs at the lowest possible cost while considering quality and service when purchasing materials and equipment in a manner that suits the university’s requirements.
Continuity: By providing materials, equipment, and supplies to ensure the continuity of the educational process without interruption or disruption.
Rationalization: In purchasing operations.
Determining, in consultation with the relevant entities, the university’s needs for materials, furniture, machinery, educational and medical equipment, and others; setting their specifications; and taking the necessary purchasing procedures to secure them.
Receiving purchase requests, studying, coordinating, preparing, and publishing them on the Etimad platform, and searching for suitable suppliers to secure the university’s needs.
Carrying out all executive tasks related to purchasing the required materials, equipment, and devices in accordance with the Government Tenders and Procurement Law.
Carrying out all executive tasks related to supply, continuous services, and construction tenders in accordance with the Government Tenders and Procurement Law.
Carrying out announcement and invitation procedures for tenders on the Etimad platform and responding to company inquiries in coordination with the supervising and requesting entities.
Supervising and participating in tender analysis work to ensure compliance with the Government Tenders and Procurement Law.
Drafting contracts, working on signing them, and then notifying the relevant entities.
Carrying out direct purchasing, exempted works, and tender processes.
Clearing incoming goods through customs and facilitating their delivery to the requesting university units.
Providing university units’ needs for office supplies, office furniture, glassware, chemicals, and educational supplies to the central warehouse so they can be issued to university units.
Arranging the sale of surplus equipment and materials and taking all legal procedures for their disposal.
Reviewing and auditing payment certificates and financial claims, and disbursing suppliers’ dues.
Following up on contract implementation and taking all necessary procedures in accordance with the Government Tenders and Procurement Law and its executive regulations.
Managing and following up on the operations of the Contract Management Unit and supervising the preparation of documents related to contracts.
Fully managing and following up on procurement operations.
Documenting, delivering, receiving, and preserving all tasks related to the Contracts and Procurement Administration and its units.
Preparing periodic reports for the university’s Financial Affairs Administration on the progress of the administration’s work, existing obstacles, and proposed solutions to address those obstacles.
Preparing contracts and issuing purchase approvals after obtaining the necessary financial commitments.
Reviewing the timelines of contracting documents and applicable financial terms to ensure their accuracy and completeness.
Reviewing contracts with the administration, particularly main contracts, for approval before being signed by authorized signatories.
Arranging the signing and stamping process for contracts and ensuring that authorized persons sign them.
Preparing public and limited tenders and offering them for competition.
Acting as the central repository for all signed and implemented administration contracts.
Minimizing commercial and contractual risks.
Auditing and reviewing transactions on the university’s internal system and classifying them.
Approving tenders that require approval from the Expenditure Efficiency Authority.
Entering contracts into the Etimad platform.
Approving contracts that require approval from the Ministry of Finance.
Sending contracts to the General Court of Audit, responding to observations if any, and obtaining approval.
Notifying the General Authority of Zakat and Income of new contracts and contracts amended during the contracting period.
Evaluating contractors and keeping their data in tender files.
Identifying and notifying the administration of contractors who achieve 70% in performance level for three consecutive contracts.
Extending contracts in accordance with the controls and regulations specified by the Government Procurement Regulations.
Issuing warnings to contractors who breach their contractual obligations.
Receiving the gradual local content plan for high-value tenders.
Receiving works at site, stage, and final levels.
Partial withdrawal and execution at the contractor’s expense in accordance with Article 75 of the Government Procurement Law.
Dealing with subcontracting as stated in Articles 70 and 71 of the Government Procurement Law.
Terminating contracts as stated in Articles 76, 77, and 78 of the Government Procurement Law.
Documenting the 10% advance payment and handling it in accordance with Article 108 of the regulation governing Article 64 of the Government Procurement Law.
Submitting monthly and final payment certificates.
Issuing due penalties to eligible contractors.
