MBZUAI Procurement Committee Charter

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MBZUAI Procurement Committee Charter Page No.: 1 of 6
Version No: 2 Effective Date: 18 June 2025
This document is the MBZUAI Property and should not be distributed, used, and given to any outside party without prior authorizations.
Mohamed bin Zayed University of Artificial Intelligence
Procurement Committee Charter
April 2024

MBZUAI Procurement Committee Charter Page No.: 2 of 6
Version No: 2 Effective Date: 18 June 2025
This document is the MBZUAI Property and should not be distributed, used, and given to any outside party without prior authorizations.
APPROVALS
Initiated by:
Committee Chair
Date
17 February 2025 Signature: Email Approval
Approved by:
President
Date
18 June 2025 Signature: Email Approval
REVISION CONTROL
REVISION NO. DATE DESCRIPTION COMMENTS
0 - Initial version
1.1 28 February 2023 Updated version -
1.2 8 May 2023 Membership Update Approved by the President on 7
May 2023
1.3 02 April 2024 Member Update – added two
faculty to the Committee
Approved by the President 05 April
2024
2 17 February 2025 Changes to the complete
document

MBZUAI Procurement Committee Charter Page No.: 3 of 6
Version No: 2 Effective Date: 18 June 2025
This document is the MBZUAI Property and should not be distributed, used, and given to any outside party without prior authorizations.
Table of Contents
1. Purpose ............................................................................................................................... 4
2. Composition & Voting Rights .............................................................................................. 4
3. Meeting Quorum & Decision-Making ................................................................................. 5
4. Responsibilities ................................................................................................................... 5
5. Reproting & accountability ................................................................................................. 5
6. Amendment & Review ........................................................................................................ 5
7. Related Documents............................................................................................................. 6

MBZUAI Procurement Committee Charter Page No.: 4 of 6
Version No: 2 Effective Date: 18 June 2025
This document is the MBZUAI Property and should not be distributed, used, and given to any outside party without prior authorizations.
1. PURPOSE
The Procurement Committee of MBZUAI is established to ensure that procurement
activities align with the university’s policies, Delegation of Authority, and Standard
Operating Procedures (SOPs). The Committee is responsible for endorsing and approving
tenders and purchases per the DOA framework while maintaining transparency,
accountability, and efficiency in procurement operations.
Authority: The Committee shall have the authority to:
• Approve procurement activities within its mandate as per the DOA.
• Endorse procurement decisions for higher-level approvals where necessary.
• Delegate specific responsibilities to the Director of the Procurement and
Contracts Department at MBZUAI as deemed appropriate.
2. COMPOSITION & VOTING RIGHTS
The Procurement Committee shall be composed of the following members:
Sr. No. Procurement Committee
Composition
Role Voting
Rights
1 Vice President of Corporate
Services
Chairperson Yes
2 Senior Representative from Legal Member Yes
3 Head of Budgeting Member Yes
4 Representative(s) from the End
User (number to be determined by
the Chair)
Member/s Yes
5 Director of Procurement and
Contracts Member No
6 Committee Secretary Secretary No

MBZUAI Procurement Committee Charter Page No.: 5 of 6
Version No: 2 Effective Date: 18 June 2025
This document is the MBZUAI Property and should not be distributed, used, and given to any outside party without prior authorizations.
3. MEETING QUORUM & DECISION-MAKING
3.1 The Committee shall meet as needed to review and approve procurement matters
3.2 The minimum quorum for a meeting shall be two-thirds of voting members
attending in person or via teleconference/videoconference (rounded up to the
nearest whole number).
3.3 Decisions shall be made by majority vote; in the event of a tie, the Chairperson
shall have the casting vote.
4. RESPONSIBILITIES
The Committee's responsibilities include, but are not limited to:
4.1. Ensuring compliance with procurement policies and the DoA Framework.
4.2 Assessing risks associated with procurement transactions and recommending
mitigation measures.
4.3 Ensuring ethical standards and best procurement practices are followed.
5. REPORTING & ACCOUNTABILITY
5.1. The Committee shall maintain accurate records of its decisions and meetings.
5.2. The Committee Secretary shall document and circulate minutes to relevant
stakeholders.
5.3. The committee shall periodically report on its activities.
6. AMENDMENT & REVIEW
6.1. This Charter should be reviewed periodically and amended to reflect the best
practices and organizational changes. Any proposed adjustments to the Charter
will be presented to the President for approval.

MBZUAI Procurement Committee Charter Page No.: 6 of 6
Version No: 2 Effective Date: 18 June 2025
This document is the MBZUAI Property and should not be distributed, used, and given to any outside party without prior authorizations.
7. RELATED DOCUMENTS
Section Related Document(s)
All MBZUAI Governance Framework
Minutes of Meeting Template
Committee Self Evaluation Survey
Conflict of Interest Template
Decision Form Template