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Job SummaryTo manage the procurement of goods and services ensuring value for money and optimized cost savings within the framework of the Government of Jamaica’s (GOJ’s) Procurement Guidelines and the Agency’s procurement policy.
- Plans, directs and manages the procurement functions and activities within the Ministry including:
- Preparing, interpreting and evaluating contract documents including specifications of Terms of Reference (TOR) and Request for Proposals (RFP) to effect procurement in keeping with the dictates of the Procurement Committee
- Directing and managing the processing of Tenders
- Interpreting and implementing purchasing policy and advising on problems encountered
- Managing procurement approval process, including convening Procurement Committee Meetings and
- Liaising with distributors and suppliers to ensure timely delivery of goods and services and assisting in resolving discrepancies on a timely basis;
- Ensures that all required processes, systems and controls are in place within the Unit to enable achievement of its objectives effectively and efficiently;
- Reviews language and submittals in contracts/agreements to ensure compliance with Government Procurement Policy and negotiates terms, executes final document or recommends execution;
- Conducts visits to suppliers of goods, services and works to review items and/or to determine specifications, as required, prior to the engagement of the procurement process;
- Negotiates terms and conditions of proposed service contracts/works;
- Conducts cost/value analysis to ensure value for money is consistently achieved on all purchases; develops and maintains a database of approved suppliers and service providers to facilitate the procurement of routine/standard goods and services;
- Monitors expenditure against budget, giving priority to inescapable items and contractual obligations;
- Liaises with the relevant Project and Accounting Officers in the Ministry, to collate information for the Ministry’s Annual Procurement Plan;
- Maintains continuous contact with the OCG to receive updates/changes in GOJ Procurement Policy Guidelines; ensures they are communicated to all relevant staff and that they are appropriately implemented and complied with;
- Processes requests for special/exception procurement and advises on the most appropriate action ensuring transactions comply with established standards;
- Prepares Service Contracts;
- Oversees the preparation of Monthly Reports to the Office of the Contractor General;
- Prepares the Procurement and Operational Plans and Budget and Quarterly Reports for the Unit and ensures that annual plans are consistent with Ministry’s policies and reflect financial targets;
- Prepares submissions to the Ministry’s Sector Committee or the National Contracts Commission, as directed;
- Makes presentations to the Procurement Committee, as necessary in relation to goods, services, works and consultancies being procured by the MTE;
- Monitors contracts awarded;
- Conducts Research and prepares response to queries/request for information and/or data from the Office of the Contractor General (OCG), Ministry of Finance and the Public Service, as well as Internal and External Auditors.
- Manages the performance of staff by setting performance targets, monitoring and providing timely feedback on performance and initiates corrective action where necessary;
- Conducts Performance Appraisals and identifies and/or recommends training and other developmental programmes where necessary;
- Participates in the recruitment and selection of staff and recommends movement when appropriate;
- Ensures team members are provided with adequate and appropriate physical resources to enable them to undertake their duties efficiently and effectively;
- Recommends leave and disciplinary action in accordance with established Human Resource policies and procedures;
- Performs other related duties assigned from time to time as assigned by the Human Resource and Administration Executive.
Required Knowledge, Skills and Competencies
- Excellent oral and written communication skills
- Excellent presentation skills
- Strong leadership skills
- Ability to meet deadline
- Ability to exercise initiative
- Ability to maintain integrity and confidentiality
- Ability to work in a team
- Good analytical and problem solving skills
- Ability to perform well under stressful situations
- Proficient in the use of standard computer applications
- Excellent knowledge of Government of Jamaica’s procurement procedures and guidelines
- Sound planning and decision-making skills
- Sound knowledge of the provisions of relevant financial legislation (eg. FAA Act)
- Sound knowledge of tendering and contracts management
- Sound knowledge of accounting practices and financial management relating to government procurement and asset management
- Good people management skills with ability to engage and lead team
- Knowledge of the principles that governs sourcing supplies and negotiating prices
Minimum Required Qualification and Experience
- Bachelor of Science Degree in Management Studies or Business Administration;
- Professional Certification/Training in GOJ Procurement, Supplies and Purchasing Management;
- Training in Supervisory Management;
- At least seven (7) years’ work experience in a similar capacity.
Special Condition Associated with the Job
The incumbent may be required to work long and/or unusual hours, from time to time, in an effort to complete procurement-related activities.
Salary at the rate of $1,800,000 per annum and any allowance(s) attached to the post.
Please note that only short listed applicants will be contacted.