Job Purpose
Under the direct supervision of the Principal Director, Corporate Services, the Director, Public Procurement has the responsibility to ensure that goods and services required by the MDA are procured and delivered as requested in accordance with the Government of Jamaica Public Procurement Act (2015) and the Public Procurement Regulations (2018).
Key Output:
- Goods and services procured and delivered
- Reports prepared
- Staff needs identified and addressed
- Procurement Policy updated
- Quotations reported and obtained
- Procurement requests acknowledged and verified
- Staff coached and appraised
- Policies reviewed and recommendations made
- Guidance/advice provided
- Information disseminated
Key Responsibility Areas:
To provide leadership in the procurement of goods, consulting services and non-consulting services to ensure value for money in accordance with the relevant policies/guidelines:
- Provides strategic oversight of the Public Procurement Branch;
- Manages the procurement activities valued over Sixty Million Dollars and beyond from initiation to finalization;
- Liaises with Heads of Units/Divisions to develop projections to inform compilation of the Annual Procurement Plan;
- Identifies and evaluates sources of supply;
- Reviews and evaluates the performance of the suppliers;
- Coordinates the preparation and implementation of tender documents including Terms of References (TOR), Request for Proposals (RFP);
- Provides guidance regarding the tender evaluation process and guides the recommendations through to the approval process;
- Participates in the negotiation of purchasing agreements, credit arrangements and service contracts and ensures adherence to the terms of the service contracts;
- Monitors the preparation and planning of orders and follows through on the delivery of goods and services
- Liaises with suppliers and assists in resolving discrepancies on a timely basis;
- Leads in the preparation of Cabinet Submissions for contracts within the value threshold stipulated by the Procurement Policy and submits to Permanent Secretary;
- Participates in the preparation and presentation of recommendations to the Procurement Committee;
- Reviews submission for the Public Procurement Commission’s approval, attends meetings and presents submissions.
To develop and maintain adequate controls and procedures to accomplish the proper and timely recording and reporting of the physical flows of all assets including materials and equipment
- Recommends, develops and implements purchasing and inventory control policies, procedures;
- Maintains systems and procedures for the accurate classification of services and coding of goods;
- Facilitates payments for supplies by certifying invoices (including copies of bills) and submits to the Principal Finance Officer;
- Follows up on payments for goods and services.
To provide accurate and timely advice on procurement matters to all internal and external stakeholders, as well as provide reports to the relevant authorities as required
- Interprets and implements Procurement Policy and guidelines and provides advice as required;
- Ensures that the procurement activities within the Departments and Agencies are monitored;
- Keeps Permanent Secretary abreast of challenges and develops appropriate systems and procedures for work improvements;
- Functions as ex-officio member of Procurement Committees in selected Departments and Agencies under the Ministry’s portfolio to provide guidance and ensure compliance with the GOJ procurement procedures;
- Interprets contract provisions and reviews contracts for accuracy and to facilitate changes prior to bid and renewal;
- Prepares and submits reports to the relevant authorities, e.g. National Contracts Commission, Sector Committee, Office of the Contractor General, Auditor General etc.;
- Provides technical advice to Permanent Secretary, Chief Technical Directors, Heads of Divisions and other stakeholders on procurement matters;
- Prepares and submits weekly, quarterly and annual reports.
To manage the acceptance of grants/gifts to the Ministry in keeping with established policies and guidelines.
- Assesses the acceptability of proposed grants/gifts from local and international individuals(s) and organization(s);
- Recommends approval to Permanent Secretary for the acceptance of gifts of money, services, assets and consumables in keeping with established policies and guidelines;
- Prepares and make submissions to the Ministry of Finance and the Public Service advising of gifts of money and for its incorporation in the Estimates of Expenditure or Supplementary Estimates as Appropriation-In-Aid.
To lead and manage the Branch in the achievement of the above strategic objectives.
- Plans, organizes and directs the work of the Branch;
- Designs, develops and implements a Monitoring Framework to track targets/progress of direct reports;
- Prepares Weekly, Quarterly and Annual Performance Reports on the progress of the Branch based on the established targets;
- Prepares Strategic Business and Operational Plans as well the Budget for the Branch;
- Conducts periodic reviews of supervisees in accordance with Work Plans;
- Develops and manages the performance of the Branch and its staff, including transferring skills, motivating staff, setting performance targets, monitoring performance, providing feedback to staff and arranging for training;
- Conducts final assessment of supervisees based on the performance assessment criteria and prepares performance reports;
- Ensures that staff have sufficient and appropriate physical resources to undertake their duties efficiently and effectively;
- Resolves conflict/grievances that may arise with the Branch’s staff;
- Provides leadership and guidance to the team through effective planning, delegation, communication, training, monitoring and coaching;
- Ensures the welfare and development needs of skill in the Branch ae clearly identified and addressed;
- Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Branch’s and Ministry’s goals;
- Maintains effective working relationships with external and internal stakeholders and ensures that the Branch provides a consistently high level of service to them.
- Participates in the recruitment of staff for the Branch and recommends transfer, promotions, terminations and leave in accordance with established human resource policies and procedures;
Other Responsibilities
- Performs all other duties and functions as may be required from time to time.
Performance Standards:
- Goods and services procured in accordance with the Public Procurement Act, the Public Procurement Regulations, the FAA Act and Procurement Guidelines
- Comprehensive and accurate reports prepared and submitted within the agreed timeframe
- Accurate information disseminated
- Continuous guidance and advice provided as requested
- Procurement Policy updated and implemented within the agreed timeframe
- Quotations requested are authentic and meet the requirement of the Procurement Guidelines
- Procurement of goods in a cost-effective manner is maintained
- Staff needs are clearly identified and addressed in a timely manner
- Staff performance meets or exceeds set targets
- Confidentiality, integrity and sensitivity displayed in the execution of duties.
Required Competencies:
Core Competencies
- Adaptability
- Compliance
- Customer and Quality Focus
- Initiative
- Integrity
- Interpersonal
- Oral Communication
- Team Work & Cooperation
- Time Management
- Written Communication
Technical/Functional Competencies
- Accountability
- Analytical thinking
- Attention to Detail
- Coaching and Mentoring
- Goal/Results Oriented
- Government Risk and Control
- Leadership
- Methodical
- Planning and Organising
- Presentation and Reporting
- Problem Solving and Decision-making
- Procurement
- Resilience
- Stress Tolerance
- Technical Skills
- Use and Application of Technology
Key Competencies
- Sound knowledge of Government Public Procurement Act 2015 and Regulations
- Sound knowledge of Contract Management
- Sound knowledge of Supplies Management
- Knowledge of Project Management
- Knowledge of Budget Preparation
- Knowledge of Tender Management
- Sound knowledge of the FAA Act
- Proficiency in the relevant computer application software
Minimum Required Education and Experience
- Master’s Degree in Management Studies/Public Sector Management or equivalent qualification and training;
- At least four (4) years’ experience in procurement in the government service including preparation of tenders and negotiation of contracts for goods and services;
- Training in GOJ Procurement Policies and guidelines would be a distinct asset;
- Certificate in Public Procurement: UNDP/CIPS Level 3 or INPRI Level 4 and MIND
Authority:
- Approves/reject suppliers proposals
- Certifies invoice order, travelling claims
- Certifies advance payment vouchers for the payment of goods and services
- Signs purchase orders
- Approve expenditure with budgetary allocation.
- Recommends staff for training.
- Recommends leave, promotions and acting assignments for staff
- Signs performance management reports
- Negotiate contracts within established limits for goods and services;
- Recommend procurement methods;
- Recommend acceptance or rejection of suppliers’ proposals;
- Recommend termination of suppliers’ contracts;
- Conduct tender openings;
- Make decisions in respect of purchasing goods and services;
Specific Conditions associated with the job
- Work will be conducted in an office outfitted with standard office equipment and specialized software.
- The environment is fast paced with on-going interactions with critical stakeholders
- Pressured working conditions with numerous critical deadlines.
- Maybe required to work long hours beyond normal working hours including weekends and public holidays
- Will be required to travel to meetings to support the Principal Director, as applicable.
- Maybe required to travel locally.
The Ministry of Justice & Constitutional Affairs thanks all applicants for their interest, however only those shortlisted will be contacted.
