RACI Matrix

Description Proc. Officer Tech. Officer Contractor

Ask whether the contract should be extended or not.

The procurement and technical officers should anticipate contract extension as the renewal of a service contract can take up to 12 to 15 months.

R
I

Confirm whether the contract needs to be extended.

Should the technical officer decide not to renew the contract, the procurement officer shall be informed as soon as possible -12 months in advance- to prepare the re-tendering of the contract.

I
A

Request of formal authorisation of extension to the Finance Committee (FC).

R

Prepare the contract amendment in accordance with the contractual notice period.

R
I

Send the signed amendment to the contractor for signature.

R
I
A

File the contract amendment both in paper and electronic format (using CFU). The original of the amendment is kept by the Procurement service. Both technical and procurement officers shall file the amendment in their own data management system (EDMS for the technical officer).

R
R