Public Procurement Administrator (GMG/AM 2)

Job Purpose

Under the direct supervision of the Director 3, Public Procurement, the Public Procurement Administrator is responsible for providing the necessary support, by offering secretarial/administrative support. This includes first point of contact, time management, correspondence, disposition and resolution. 

Key Responsibilities

• Co-ordinates reports on behalf of the Ministry; 
• Prepares reports for submission to the Ministry of Finance and the Public Service, Integrity Commission and the PPC; 
• Assists with the preparation of monthly reports for submission; 
• Maintains records in accordance with the FAA Act, etc.; 
• Organizes and maintains filing system; 
• Maintains correspondence logging systems; 
• Disseminates in a timely manner, all incoming and outgoing correspondences;
• Co-ordinates meetings by: 
  • Arranging Branch and Procurement Committee Meetings 
  • Disseminating relevant documents for meetings 
  • Recording and generating accurate and timely Minutes of meetings; 
• Makes travel arrangements for the Branch officers; 
• Organizes all purchasing documents; 
• Ensures that all Purchase Requisitions and Travel Requisitions are channelled through the proper system, before typing the Purchase Orders; 
• Ensures all necessary information for the processing of Purchase Requisitions and Travel Requisitions are in place, e.g. prices, quotations, necessary signatures (are affixed). If necessary, returns to relevant Branch for authorized signature or other information required; 
• Assists with compiling data to prepare Purchase Orders; 
• Ensures that all Purchase Orders are typed; 
• Assists with the expeditious movement of Purchase Orders from the hospital to the suppliers; 
• Communicates with all levels of staff regarding the movement of Requisitions and Purchase Orders; 
• Assists users with preparing Purchase Requisitions correctly;
• Maintains Proper records management for Purchase Requisitions, Purchase Orders and C.O.D. Letters; 
• Prepares Purchasing document for dispatch to suppliers; stamps, records and sends Purchase Order requiring GCT exemption to Tax Office; 
• Ensures that copies of Purchase Requisitions are dispatched to the correct Branch;
• Assists suppliers to locate Invoices that have been submitted for payment;
• Prepares C.O.D. letters and uniform allowance letters; make records in the required books and takes them to the relevant Accounts Department; 
• Follows up on C.O.D. letters, ascertains re-preparation of cheques and returns the appropriate documents to the Finance and Accounts Branch, when the goods are supplied or the services provided; 
• Answers and screens calls and directs callers to the appropriate officers, or uses initiative to assist callers, where possible; 
• Assists suppliers collecting orders or investigates re-orders and orders that are not collected, ensuring that they are dispatched by Messenger or Post; 
• Assists with collecting information from Shipping Agents; receives shipping documents from courier services and delivers them to the Custom Broker; 
• Receives cheque from the Finance and Accounts Division, for overseas suppliers and sends via courier service to the respective suppliers or contacts persons requesting the information as to how suppliers are to get orders and cheques. 

Required Knowledge, Skills and Competencies

Core: 

• Sound oral and written communication and interpersonal skills 
• Good organizational skills 
• Ability to take own initiative and be a self-starter 
• Ability to maintain confidentiality 
• High degree of integrity and diplomacy 

Technical: 

• Competent in MS Excel, MS PowerPoint, MS Word and Report Writing 

Minimum Required Qualification and Experience

• Diploma in Business Administration/Management Studies/Accounting or any other related field 
• One (1) year’s working experience in the related field. 

Please note that only shortlisted applicants will be contacted.