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    Terms of Reference - Procurement Committee

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    Em Fernandez
    The document outlines the terms of reference for a Procurement Committee. The committee is responsible for monitoring procurement activities to ensure compliance with procurement procedures and regulations. It reviews the annual procurement plan, ensures proposed procurements follow the plan, and recommends procurements to the Board of Directors. The committee comprises at least 3 directors and meets monthly. It reports its discussions, decisions, and recommendations to the Board.

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    Terms of Reference - Procurement Committee

    Uploaded by

    Em Fernandez
    294 views2 pages
    The document outlines the terms of reference for a Procurement Committee. The committee is responsible for monitoring procurement activities to ensure compliance with procurement procedures and regulations. It reviews the annual procurement plan, ensures proposed procurements follow the plan, and recommends procurements to the Board of Directors. The committee comprises at least 3 directors and meets monthly. It reports its discussions, decisions, and recommendations to the Board.

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    The document outlines the terms of reference for a Procurement Committee. The committee is responsible for monitoring procurement activities to ensure compliance with procurement procedures and regulations. It reviews the annual procurement plan, ensures proposed procurements follow the plan, and recommends procurements to the Board of Directors. The committee comprises at least 3 directors and meets monthly. It reports its discussions, decisions, and recommendations to the Board.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    294 views2 pages

    Terms of Reference - Procurement Committee

    Uploaded by

    Em Fernandez
    The document outlines the terms of reference for a Procurement Committee. The committee is responsible for monitoring procurement activities to ensure compliance with procurement procedures and regulations. It reviews the annual procurement plan, ensures proposed procurements follow the plan, and recommends procurements to the Board of Directors. The committee comprises at least 3 directors and meets monthly. It reports its discussions, decisions, and recommendations to the Board.

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    You are on page 1of 2

    TERMS OF REFERENCE

    PROCUREMENT COMMITTEE

    1. PURPOSE
    The purpose of the Procurement Committee is to monitor the procurement activities of the company to
    ensure compliance with the Handbook of Public Sector Procurement Procedures (“the Handbook”) and the
    Public Procurement Act (“the Act”).
    2. RESPONSIBILITIES AND OBJECTIVES
    The Procurement Committee shall:
    2.1 Review the annual procurement plan.
    2.2 Ensure that proposed procurement activities are executed according to the procurement plan.
    2.3 Review the procurement policy as required.
    2.4 Recommend procurements for endorsement by the Board of Directors.
    3. MEMBERS’ APPOINTMENT PROCESS
    3.1 The Committee members shall be appointed by the Board of Directors.
    3.2 The Board from time to time will review the composition of the Procurement Committee to ensure
    that members have the required skills and capabilities to effectively discharge their
    responsibilities.
    4. MEMBERSHIP & COMPOSITION
    4.1 The Procurement Committee shall comprise of not less than three (3) directors.
    4.2 Officers of Petrojam, including members of the Internal Procurement Committee, may be called
    upon to participate in meetings as resource personnel. In addition, the General Manager and the
    Procurement Unit Head shall be invited to attend each meeting.
    5. PRINCIPAL OFFICERS
    5.1 Chair
    The Chair of the Procurement Committee shall be appointed by the Petrojam Board of Directors.
    5.2 Secretary
    The secretary of the Committee shall be the Corporate Secretary.
    6. TENURE
    The Procurement Committee tenure is two (2) years.
    7. MEETINGS
    7.1 Notice
    At least seven (7) days written notice shall be given to each member of the Committee except in
    the case of an emergency. The notice shall contain, inter alia, an agenda identifying in reasonable
    detail the matters to be discussed at the meeting and copies of any relevant papers to be
    discussed at the meeting.
    7.2 Venue
    The venue shall be at the Corporate Offices of Petrojam Limited unless otherwise agreed.
    7.3 Frequency
    The Committee shall meet monthly or otherwise as required either in person or by electronic
    means. Additional meetings will be scheduled as necessary to consider matters for approval.
    7.4 Quorum
    A quorum is a majority of committee members established as sixty percent (60%) rounded up to
    the nearest whole number.
    7.5 Voting
    i. Only Committee members have the right to vote at meetings.
    ii. Matters arising at any Procurement Committee meeting shall be determined by a majority of
    votes.
    iii. In case of an equality of votes, the Chairman shall have a second or casting vote.

    March 2020 TOR‐Procurement Committee Page 1 of 2


    7.6 Minutes
    The Secretary shall be responsible for drafting the minutes of each meeting and circulating them
    for approval by the attending Members. The minutes shall be signed by the Chairperson and the
    Secretary, after same have been approved by all attending members to the Committee meeting.
    8. ACCOUNTABILITIES
    8.1 The Committee shall report its recommendations, discussions and decisions on principal
    procurement activities to the Board at each board meeting or as often as determined by the
    Board.
    8.2 The Committee shall not have power to bind the Board unless power to do so in respect of a
    specific matter is delegated by a resolution of the Board.
    8.3 The Procurement Committee is accountable to the Board of Directors.
    8.4 The Procurement Committee shall keep detailed records of its meetings and such records shall be
    made available to the external auditor and any examiner of a public body during any external audit
    or examination.
    8.5 Except in the above mentioned circumstances, minutes and documents of the Procurement
    Committee are held confidential and not for redistribution by Committee members.
    8.6 Members of the Committee shall comply with the approved conflict of interest and ethics
    guidelines.

    March 2020 TOR‐Procurement Committee Page 2 of 2

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