Public Procurement Officer (GMG/AM 3)

Job Purpose

The Public Procurement Officer, under the general supervision of Director 3, Public Procurement, is required to assist in the procurement processes required for the acquisition of goods and services essential for the operation of the Ministry. The incumbent will ensure that all procurements are conducted in accordance with the Government of Jamaica procurement guidelines and procedures (Public Procurement Act 2015). 

Key Responsibilities

Technical/Professional: 

• Prepares tender notices and advertisements; 
• Prepares RFQ for goods, general services and minor works; 
• Obtains quotations/tenders from appropriately qualified suppliers; 
• Maintains Procurement records in good order to facilitate audit and other reviews;
• Maintains a database of all bonds and insurances, and ensures that they are current at all times and takes responsibility for the safekeeping and return of all relevant documents. 

Procurement Process Management 

• Assists in the preparation and review of technical specifications in collaboration with stakeholders, refining terms of reference (TOR) and preparing requests for proposals (RFP) and bidding documents; 
• Reviews and evaluates proposals and bids received, and assists with the process of engaging consultants and suppliers; 
• Assists in the preparation and reviews of TORs and bidding documents for all required procurement activities; 
• Manages the advertising process for procurements, procurement correspondence, bid receipt and bid opening, in strict accordance with mandated procurement guidelines;
• Maintains procurement filing system in a systematic manner; 
• Updates contracts on GoJEP for closeout; 
• Provides logistic co-ordination for Evaluation and Procurement Committee Meetings;
• Prepares evaluation matrix; compiles and dispatches documents for the Evaluation Committee; 
• Compiles documents for the Procurement Committee; 
• Drafts letters to suppliers (standstill, award, etc.).; 
• Maintains Procurement and Contract schedule/register; 
• Updates GoJEP with orders below $1.5m threshold;
• Performs any other duties as directed by the head of the Branch. 

Vendor Management 

• Maintains a list of vendors and contractors supplying various items and services;
• Checks invoices to ensure the correct price, follows through to ensure that materials ordered have been received, examine the condition of materials received.;
• Maintains procurement records such as items or services purchased, costs, delivery, product quality or performance. 

Procurement Reporting 

• Monitors and reports procurement status and progress, as required; 
• Follows up with relevant government agencies to obtain the approval of proposed contract awards in a timely manner; 
• Prepares reports on and for procurement meetings; 
• Prepares Procurement Committee Minutes, agenda, etc. 

Required Knowledge, Skills and Competencies

Core: 

• High levels of Integrity. 
• Good Oral and Communication Skills. 
• Good Interpersonal relations. 
• Teamwork and Cooperation 
• Ability to work on own Initiative. 
• Good people Management Skills. 
• Good problem solving, decision making and organizing skills. 
• Good time management skills. 

Technical: 

• Knowledge of Government Procurement guidelines and procedures. 
• Knowledge of contract administration 
• Ability to research and evaluate technical proposals and recommend contracts for award.
• Knowledge of office management principles, practices and procedures.
• Knowledge of accounting practices, as applied to procurement procedures.
• Good knowledge of computer applications 

Minimum Required Qualification and Experience

• Diploma in Business Administration or other related field from a recognized tertiary institution. 
• Certification in Public Procurement (e.g. INPRI- Level 2-3/UNDP/CIPS etc.)
• Two (2) years’ related work experience.

Please note that only shortlisted applicants will be contacted.