Public Procurement Officer – Kingston

OVERVIEW

Under the general supervision of the Director, Procurement, the Procurement Officer will assist in the procurement processes required for the acquisition of goods and services for the operation of the MDA. 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

• Prepare tender notices and advertisements
• Prepare RFQ for goods, general services and minor works
• Obtain quotations/tenders from appropriately qualified suppliers.
• Represent Procurement Unit at Tender closing and opening exercise as Tender Officer
• Maintain Procurement records in good order to facilitate audit and reviews
• Prepare Quarterly Contracts Award report to be submitted to the Contractor General’s Office (QCA Report)
• Maintain a data base of all bonds and insurances and ensure that they are current at all times and take responsibility for the safe keeping and return of 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 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 or proposed contract awards in a timely manner.
• Prepare reports of and for procurement meetings.

KEY 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
• Working knowledge of computer applications
• Integrity
• Communication Skills
• Interpersonal relations
• Team work and cooperation
• Initiative
• People Management Skills
• Problem Solving and Decision Making Skills
• Time management skills

DESIRED EDUCATION AND EXPERIENCE

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

OR

• Any equivalent Combination of Qualifications and Experience

We thank all respondents, but only shortlisted persons will be contacted.