Public Procurement Officer (GMG/AM 3)

Job Purpose

The Public Procurement Officer, under the general supervision of the Director 3, Public Procurement, assists in the procurement processes required for the acquisition of goods and services essential for the operation of the MDA. The incumbent ensures 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; 
• Represents Procurement Unit at tender closing and opening exercises as Tender Officer;
• Maintains Procurement records in good order to facilitated audit and other reviews;
• Prepares Quarterly Contracts Award Report to be submitted to The Contractor General’s Office (QCA Report); 
• Maintains a database of all bonds and insurances and ensure that they are current all times and take responsibility for the safe keeping and return all relevant documents. 

Procurement Process Management 

• Preparing and reviewing technical specifications in collaboration with stakeholders, refining terms of reference (ToR) and preparing request for proposals (REP) and bidding documents; 
• Reviewing and evaluating proposals and bids received and assisting with the process of engaging consultants and suppliers; 
• Preparing and reviewing TORs and bidding documents for all required procurement activities; 
• Liaising with relevant Departments and stakeholders to have RFPs and bidding documents prepared, approved and issued in a timely manner according to the approved budget;
• Managing the advertising process for procurements, procurement correspondence, bid receipt, and bid opening in strict accordance within mandated procurement procedures;
• Maintaining procurement filing system in a systematic manner; 
• Receives compiles and processes purchase requisition forms for all wards and departments for the procurement of goods. 

Vendor Management 

• Maintaining 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 affected as agreed; 
• Development and executing measurement tools to accurately gauge vendor’s performance (quality delivery time’s etc.) and communicate results internally and externally as necessary; 
• Checking invoices to ensure correct price, follow through to ensure that materials ordered have been received, examine the condition of materials received, and recommend invoices for payment; 
• Maintaining procurement records such as items or services purchased costs, delivery, product quality or performance and inventories, compiling data on these for internal monthly reports; 
• Ensure all completed Purchase Orders are taken to the general consumption tax office to be zero-rated. 

Procurement Reporting 

• Monitoring and reporting the procurement implementation status and progress as required.
• Following up with relevant Government Agencies to obtain the approval of proposed contract awards in a timely manner; 
• Prepare reports of and for procurement meetings. 

Management/Administrative 

• Contributes to the development of the Branch’s Strategic and Operational Plan and Budget ensuring clear evaluation frameworks are set to measure the impact; 
• Develops Individual Work Plans based on alignment to the Branch’s Plan;
• Prepares reports and project documents, as required; 
• Maintains customer service principles, standards and measurements; 
• Participates in meetings, seminars, workshops and conferences, as required.

Human Resources 

• Participates in preparation and implementation of presentations on role of the Branch for the Orientation/Onboarding Programme; 
• Contributes and maintains in a harmonious working environment; 
• Performs all other related duties and functions as may be required from time to time.

Required Knowledge, Skills and Competencies

Core: 

• Integrity 
• Oral and written communication skills 
• Interpersonal relations 
• Team work and cooperation 
• Initiative 
• People management skills 
• Problem solving and decision making skills 
• Time management skills. 

Functional: 

• 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 Qualification and Experience

• Diploma in Public Administration/Management Studies/Accounting or any other 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 

Please note that only shortlisted applicants will be contacted.