Public Procurement Administrator (GMG/AM 2)

Key Responsibilities

• Co-ordinates reports on behalf of the Ministry; 
• Maintains records in accordance with FAA Act, etc.; 
• Disseminates, in a timely manner, all incoming and outgoing correspondences;
• Co-ordinates meetings; 
• Ensures that all Purchase Requisitions are channeled through the proper system, before generating the purchase orders; 
• Ensures all necessary information for the processing of Purchase Requisitions are in place e.g. Prices, quotations, necessary signatures are affixed. If necessary, return to originating department of Purchase Requisition for authorized signature or other information required;
• Ensures that all Purchase Orders are generated; 
• Communicates with all levels of staff regarding the movement of Requisitions and Purchase Orders; 
• Assists users with preparing Commitment Requisitions correctly; 
• Maintains proper records management for Purchase Requisitions, Purchase Orders, and C.O.D. letters; 
• Ensures that copies of Purchase Requisitions are dispatched to the correct Department;
• Answers the telephones, screens calls and directs callers to the appropriate person or use initiative to assist callers, where possible; 
• Performs any other duties assigned by the Director, Public Procurement. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Good interpersonal skills
• Good organisational skills 
• Takes initiative 
• Ability to maintain confidentiality 
• Competent in MS Excel, MS PowerPoint, MS Word and Report Writing.
• Good command of the English language 
• High degree of integrity and diplomacy 

Minimum Required Qualification and Experience

• Diploma in Business Administration/Management Studies/Accounting or any other related field. 
• At least one (1) year working experience in the related field. 

Please note that only shortlisted applicants will be contacted.