Roles and Responsibilities in Procurement

There are two different kinds of responsibility, based on description and value. The first is about making sure we obtain accurate descriptions of the goods and services we need from a supplier for a project. It is important to ensure the supplier is given the right specifications, so that it can deliver the quality of products when agreed.

The second set of responsibilities is about payment for orders completed. The procurement team should work with the organisation’s finance department and project manager to agree on payment issues to ensure the funds are available when required and the expenditure is in line with the approved budget.

Let’s have a closer look at some of those responsibilities.

The procurement team should maintain a strategic overview of everything that involves suppliers and delivery of goods and services to their organisation. It also negotiates procurement contract terms, taking into account specification, pricing and delivery. The team also ensures contracts comply with legal regulations and that deliveries are meeting all contractual requirements regarding price, quality and timing.

The team should give expert advice and employ best procurement practices to implement the organisation’s policies and procedures, including orders and deliveries, financial regulations and quality assurance requirements.

Working with the project manager, the procurement team is responsible for the development of a procurement strategy that is relevant to the needs of that project. This involves preparing tender documentation, adopting best practice in procurement activities, including management of contractors and suppliers, monitoring service requirements and fulfilling customer expectations.

The team also takes responsibility for compliance with the list of approved contractors, establishing contact points and communication links for the project manager, the senior management team and other stakeholders. The team also provides advice on procurement issues and risks, identifying any procedures necessary for risk mitigation, problem solving and managing change.