Vision Statement

To become a Centre of Excellence in the practice, training, and provision of consultancy services in Logistics Management in Ghana and beyond.

Mission Statement

To provide efficient, professional, and ethical logistics management services in the areas of Procurement, Stores, and Distribution Management Systems. We aim to achieve this through well-motivated staff applying best practices and technology.

Mandate of the Logistics and Procurement Directorate

1. Procurement of Goods, Services, and Works

In collaboration with the Physical Development and Municipal Services Directorate (PDMSD):

  • Procurement planning
  • Monitoring, reviewing, and updating of the Procurement Plan
  • Tender administration using appropriate procurement methods in accordance with the Public Procurement Act 663 (2003), as amended, and donor procurement rules
  • Contract awards and administration
  • Supplier relationship management
  • Maintenance of a Supplier/Service Providers database
  • Efficient records management for audit facilitation
  • Maintenance of a Procurement Register

2. Stores Management

  • Receipt and inspection of goods
  • Quality checks and acceptance into stores
  • Documentation for payment
  • Shelving and stock record maintenance
  • Physical address system for stores
  • Stock checks, stock taking, and valuation
  • Inventory control and stock analysis (e.g., ABC analysis)
  • Health and safety compliance
  • Material handling and fire safety
  • General store security

3. Distribution of Items

  • Issuing items based on approved requisitions
  • Accountability during audits
  • Coordination of receipt and distribution of donations

4. Disposal of Obsolete and Redundant Items

In accordance with Section 83 of the Public Procurement Act 663 (2003), as amended.

5. Clearing and Forwarding

6. Procurement of Air Tickets

7. Training, Education, and Research

  • Training for Logistics Directorate and University staff
  • Training for students on attachment, National Service, and NABCO staff
  • Supplier/Contractor training on procurement processes
  • Organizing procurement seminars for University officers

Broad Objective

To coordinate and manage the Directorate’s activities to ensure the University acquires its goods, services, or works:

  • From the right source
  • In the right quantity
  • Of the right quality
  • At the right price
  • In the right condition
  • Delivered to the right place

This ensures the University meets the needs and expectations of both internal and external stakeholders.

Core Values

  • Integrity
  • Professionalism
  • Value for Money
  • Ethical Conduct
  • Discipline
  • Timeliness
  • Recognition of Hard Work
  • Continuous Professional Development
  • Fairness
  • Teamwork
  • Loyalty and Respect
  • Confidentiality

University of Ghana Procurement System

Entity Tender Committee (ETC)

Established in accordance with Section 17 of the amended Public Procurement Act 663 (2003), the ETC’s composition complies with Schedule 1B 3 of the same Act.

Membership includes:

  1. Vice Chancellor – Chairperson
  2. Registrar
  3. Director of Finance
  4. Legal Counsel
  5. Three (3) Provosts (rotated)
  6. One (1) representative from Ghana Tertiary Education Commission (GTEC)
  7. One (1) member of a professional body
  8. Secretary – Director of Logistics and Procurement


Functions of the Entity Tender Committee (ETC)

  1. Approval of Annual Procurement Plans
  2. Approval of Evaluation Reports within the ETC’s threshold
  3. Ensure compliance with procurement procedures as prescribed by the Public Procurement Act
  4. Secure concurrent approval from the appropriate Tender Review Committee
  5. Facilitate contract administration and ensure compliance with reporting requirements
  6. Assist the Head of Entity in the disposal of stores, vehicles, and equipment in accordance with the Act

Vice Chancellor as Head of the Procurement Entity

  1. Chairs the Entity Tender Committee
  2. Approves purchase requests
  3. Empanels competent Opening and Evaluation Panels
  4. Ensures compliance with procurement procedures at every stage
  5. Establishes a Procurement Unit staffed with competent personnel
  6. Oversees disposal of stores, vehicles, and equipment in line with the Act
  7. Exercises sound judgment in procurement decisions
  8. Refers procurements above their threshold to the ETC for approval
  9. Facilitates contract administration and ensures reporting compliance
  10. Considers evaluation reports and approves amounts within their threshold
  11. Signs solicitation documents (Tender, Price Quotation, Request for Proposal)

Meeting Schedule

The ETC meets once every quarter.

Delegation of Procurement Responsibilities

To streamline procurement and reduce delays, the Vice Chancellor has delegated responsibilities to officers at both the Central Administration and College levels.

Central Administration

1. Pro Vice Chancellor (Research, Innovation and Development)

  • Approves all project/research-related procurement requests
  • Approves Opening and Evaluation Panels (via Deputy Registrar, RID)
  • Signs all research/project procurement correspondence
  • Signs award notifications and contracts related to research/projects

2. Pro Vice Chancellor (Academic and Student Affairs)

  • Approves purchase requests from Directorates/Units/Departments under their office
  • Approves Opening and Evaluation Panels for Accra City Campus

3. Registrar

  • Approves procurement requests from Directorates/Units/Departments under the Registry and traditional halls
  • Approves Opening and Evaluation Panels for Central Procurement Office
  • Signs awards and contracts within a GHS 100,000 threshold

4. Heads of Traditional Halls of Residence

(Akuafo, Legon, Mensah Sarbah, Commonwealth, Volta Halls)

  • Sign awards and contracts within a GHS 50,000 threshold

5. Director of Logistics and Procurement

  • Signs all tender solicitation documents for Central Administration (Tender, Price Quotation, RFPs, Minor and Low-Value Procurement Forms)
  • Signs contracts and awards within a GHS 50,000 threshold
  • Reviews all tender evaluation reports before final approval

6. Director of Health Services Directorate

  • Signs award notifications and contracts within a GHS 50,000 threshold

7. Principal, Accra City Campus

  • Signs awards and contracts within a GHS 50,000 threshold

College Levels

Delegation of Procurement Responsibilities at the College Level

At the College level, the Vice Chancellor has delegated procurement responsibilities to the following officers:

1. Provosts

  • Approve all procurement requests at the College
  • Sign solicitation documents
  • Approve Opening and Evaluation Panel members
  • Sign award notifications and contracts within a threshold of GHS 100,000 for goods, works, and services (after proper procurement processes)

2. Deans and Directors of Centres

  • Sign award notifications and contracts within a threshold of GHS 50,000 (after proper procurement processes)

Note: All officers with delegated procurement authority must refer to the next level for approval of any evaluation report exceeding their threshold.

Decentralized Procurement System

The University of Ghana operates a decentralized procurement system across its Colleges and Central Administration.

Colleges:

  • College of Humanities
  • College of Health Sciences
  • College of Education
  • College of Basic and Applied Sciences

Each College’s Procurement and Stores Unit is headed by a College Materials Officer/College Procurement and Supply Officer, who:

  • Reports to the Provost of the College
  • Receives professional guidance from the Director of Logistics and Procurement
  • Initiates procurement processes and ensures proper approvals for contract awards

Central Administration Procurement

The Central Administration Procurement and Stores Unit is headed by the Central Materials Officer/Central Procurement and Supply Officer, who reports to the Director of Logistics and Procurement.

Procurement Activities Handled by Central Administration:

  • Office of the Vice Chancellor
  • Office of the Pro Vice Chancellor (ASA)
  • Office of the Registrar
  • Other Registry Offices
  • University Library Systems
  • Traditional Halls of Residence
  • Careers and Counselling Directorate
  • Dean of Students
  • Graduate School
  • University Basic School
  • Sports and Wellness Directorate
  • Health Services Directorate
  • Physical Development and Municipal Services Directorate (PDMSD)
  • International Programmes Office
  • Safety and Security Services Directorate
  • Legal Affairs Directorate
  • Human Resource and Organisational Development Directorate (HRODD)
  • Public Affairs Directorate
  • Academic Affairs Directorate
  • Logistics and Procurement Directorate
  • Information Technology Directorate (ITD)
  • Risk Management Directorate

Logistics and Procurement Activities at Central Administration

The activities are divided into the following sections/units:

  1. General Goods Section
  2. Health Commodities, Research, and Project Items Section
  3. Works Procurement Section
  4. Services Procurement Section
  5. Stores Section
    • General Store
    • Electrical Store
    • Stationery Store
  6. Contract Administration and Supplier Relations Unit

Each section head reports to the Central Materials Officer/Central Logistics and Procurement Officer.

Logistics and Procurement at the Colleges

Each College Materials Officer/College Logistics and Procurement Officer is responsible for:

  • Managing procurement and stores activities
  • Supervising Procurement Assistants in Schools and Centres
  • Overseeing Stores Superintendents who manage the various college stores

Note: All Colleges have stores except the College of Basic and Applied Sciences (CBAS).