Procurement is the purchase of goods, works or services for the organization. This is done through competitive bidding process and creative contracting to ensure that the organization obtains value for money.

Functions of the Coffee Board's Procurement department

Some of the functions of the Board's Procurement department are;

1. To procure the required goods, services or works at the lowest available price while meeting the minimum quality requirements.

2. Prepares and evaluates bid documents and proposals. Price, quality, availability, reliability, and technical support are considered when choosing suppliers and merchandise.

3. Safeguarding the standard of quality and continuity of service required by the user department.

4. Establishing and maintaining the Board's reputation for fairness and integrity

5. Keep up on general business trends such as new markets, new products, improved methods, new sources, e.t.c

6. Maintain records necessary for the proper performance of the procurement department

7. To subscribe to and work for honesty and truth in buying, and to denounce all forms of corruption.

8. It is the responsibility of the procurement department to ensure that Coffee Board of Kenya does not knowingly enter into any purchase commitment that could result in conflict of interest.

9. The Department should also ensure that it does not enter into any negotiations or become involved in any transactions for the purchase of anything for personal use of Boards employees.

10. Procurement department will ensure that procurement information is available to the public to the extend required by the Public procurement and disposal Act 2005.

11. Responsible for the disposition of any assets that are determined that is determined to have no further usefulness to the Board.

12. The department is also tasked with the responsibility of ensuring proper inventory management. This includes maintaining the right stock levels, ensuring safety and security of stores, and proper receiving and issuance procedures of stores.

Coffee Board's Procurement Process

1. The User dept raises a purchase requisition & forwards to procurement Unit.

2. The best method of procurement is then selected. This is based on a number of things including the estimated value of the goods, works or services, the urgency for the supplies, the kind of services being procured (for example if they are of advisory or intellectual in nature)

3. Bids from potential suppliers are then solicited

4. Bids are received and opened and evaluated.

5. Purchase order is then issued to the successful bidder.

6. The supplier upon receipt of the Purchase Order confirms the receipt in writing.

7. Goods are then received from the supplier and kept in their respective bins.

8. Payment for the delivered goods is done.