Public Procurement Officer (GMG/AM 3)

JOB PURPOSE 

Under the general direction of the Senior Public Procurement Officer (GMG/SEG 1), the Public Procurement Officer (GMG/AM 3) assists 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 OUTPUTS

• Tender documents prepared and posted 
• Bids evaluated 
• Requisitions/purchase orders authorized 
• Goods and services procured in accordance with procurement policies/guidelines
• Reports produced 
• Inventory levels maintained 
• Plans and budgets prepared 

KEY RESPONSIBILITIES

• Prepares tender notices and advertisements 
• Prepares RFQ for goods, general services and minor works 
• Obtains quotations/tenders from appropriately qualified suppliers 
• Represents the Procurement Unit at Tender closing and opening exercises as Tender Officer
• Maintains Procurement records in good order to facilitate audit and other reviews
• Prepares Quarterly Contracts Award report to be submitted to the Contractor General’s Office (QCA Report) 
• Maintains a data base of all bonds and insurances and ensures that they are current at all times, and take responsibility for the safe keeping and return or all relevant documents 

Procurement Process Management 

• Prepares and reviews technical specifications in collaboration with stakeholders, refining terms or references (ToR) and prepares request for proposals (REP) and bidding documents
• Reviews and evaluates proposals and bids received and assists with the process of engaging consultants and suppliers 
• Prepares and reviews ToRs and bidding documents for all required procurement activities
• Liaises with relevant departments and stakeholders to have RFPs and bidding documents prepared, approved and issued in a timely manner according to the approved budget
• Manages the advertising process for procurements, procurement correspondence, bid receipt and bid opening in strict accordance within mandated procurement procedures 
• Maintains procurement filing system in systematic manner 
• Receives, compiles and processes purchase requisition forms for all wards and departments for the procurement of goods.

Vendor Management 

• Maintains list of vendors and contractors supplying various items and services.
• Liaises with service contractors to ensure that service to office and medical equipment are being effected as agreed 
• Develops and executes measurement tools to accurately gauge vendor’s performance (quality, delivery, timeliness, etc.) and communicates results internally and externally as necessary.
• Checks invoices to ensure correct price, follows through to ensure that materials ordered have been received, examines the condition of materials received, and recommend invoices for payment. 
• Maintains procurement records such as items or services purchased costs, delivery, product quality or performance and inventories, compiles data on these for internal monthly reports.
• Ensures all completed Purchase Orders are taken to the general consumption tax office to be zero rated. 

Procurement Reporting 

• Monitors and reports on the procurement implementation 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 of and for procurement meetings 

Other responsibilities 

• Performs other related functions assigned from time to time by the Director. 

Performance Standards

• Goods and services procured in accordance with quality requirements and financial guidelines/regulations 
• Procurement of goods and services carried out in accordance with Government procurement guidelines 
• Stock level of goods are maintained in accordance with established procedures
• Accurate record keeping 
• Accurate reports are generated and submitted within agreed timeframe 
• Bid documents prepared in accordance with specifications 
• Tender opening conducted in accordance with established standard 
• Procurement plans and budgets prepared and submitted within the required timeframe.
• Requisitions/purchase orders authorized within the stipulated timeframe and in accordance with governments procurement guidelines. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Pressured working conditions with numerous critical deadlines 
• Long hours of work including weekends and public holidays 

REQUIRED COMPETENCIES

Core Competencies: 

• Strong Integrity 
• Good Oral and Written Communications skills 
• Good Interpersonal Relations 
• Good Team work and Cooperation 
• Ability to display good Initiative 
• People Management skills 
• Problem Solving and Decision- making skills 
• Time Management skills 
• Good Customer and Quality Focus skills 

Technical Competencies: 

• Extensive knowledge of Government Procurement Guidelines and Procedures
• Excellent knowledge of Contract Administration 
• Ability to research and evaluate technical proposals and recommend contracts for award
• Knowledge of Office Management Principles, Practices and Procedures 
• Excellent knowledge of accounting practices as applied to Procurement Procedures
• Working knowledge of computer applications

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Diploma in Public Administration/ Management Studies/Accounting or any related field
• Three (3) years Procurement experience, in a similar position 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Pressured working conditions with numerous critical deadlines 
• Long hours of work including weekends and public holidays 

AUTHORITY

• Nil 

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