Public Procurement Clerk (PIDG/RIM 1)

KEY OUTPUTS

• Tender documents disseminated. 
• Tender processes supported. 
• Purchase orders prepared and submitted. 
• Research conducted and information compiled. 
• Record-keeping processes and systems maintained. 
• Reports and other documents produced and submitted. 
• Meetings attended. 

KEY RESPONSIBILITY AREAS

Management / Administrative Responsibilities 

• Disseminates tender documents. 
• Represents the Procurement Branch at tender closing and opening exercises as recording clerk.
• Seals tender boxes at stipulated deadlines. 
• Ensures Tenderers sign Bid Receipt Register. 
• Conducts research on suppliers, prices, and other tender processes, and compiles information.
• Prepares and submits Purchase Orders. 
• Prepares and submits reports of tender processes and other activities. 
• Maintains record-keeping processes and systems for the Procurement Branch. 

Other Responsibilities 

• Performs any other related duties assigned from time to time. 

PERFORMANCE STANDARDS

• Bidding processes are carried out effectively in keeping with Procurement Regulations.
• Tender documents are issued in the appropriate timeframe in keeping with Procurement Regulations. 
• Purchase orders are accurately prepared and submitted in a timely manner. 
• Clerical functions carried out in a timely manner. 
• Pertinent research is conducted effectively, and information is disseminated in a timely manner.
• Reports and documents are accurately produced and submitted in a timely manner and in the required format. 
• Up-to-date filing system accurately maintained in a timely manner. 
• Queries of customers/visitors/callers to the unit are courteously received and referred/attended to in a timely manner using effective communication techniques. 
• Response to routine matters is prepared and dispatched in a timely manner. 
• Meetings attended as required.

REQUIRED COMPETENCIES

Core 

• Good Written Communication skills 
• Good Oral Communication skills 
• Good Planning and Organizing skills 
• Good Time Management skills 
• Good Interpersonal skills 
• Ability to work in team 
• Strong Integrity 
• Confidentiality 
• Ability to work on own initiative 

Technical 

• Knowledge of the operations of Government/knowledge of the Ministry’s Policies, Practices and Procedures 
• Good knowledge of the stipulations of the FAA Act 
• Good knowledge of the Procurement Guidelines 
• Good Report Writing skills 
• Proficient in relevant software applications e.g. Microsoft Excel, PowerPoint 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

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

SPECIAL CONDITIONS OF THE JOB

• Typical office environment, no adverse working conditions. 
• Participation in retreats/meetings outside of normal working hours may be required from time to time. 

AUTHORITY

• Nil

Please note that we thank all for responding, but only short-listed applicants will be contacted.