Public Procurement Officer

Organisation
Ministry of Industry, Commerce, Agriculture & Fisheries
Reference
VAC-31742
Contract Type
Full-Time
Industries
Procurement, Logistics & Supply Chain
Location
Kingston
Salary
Competitive Salary
Date Posted
07/06/2019
Expiry Date
25/06/2019
The Procurement Officer, under the general supervision of the Director 3, Public Procurement, is 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 GoJ’s Procurement Guidelines and Procedures (Public Procurement Act, 2015).

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 Branch 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 takes 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 of Reference (ToR) and prepares Request for Proposals (RFP) and bidding documents;
  • Reviews and evaluates proposals and bids received and assisting 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 a 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 equipment are being affected as agreed;
  • Develops and executes measurement tools to accurately gauge vendor’s performance (quality delivery times 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 recommends invoices for payment;
  • Maintains Procurement records such as items or services purchased costs, delivery, product quality or performance and inventories, compiling data on these for internal monthly reports;
  • Ensures all completed Purchase Orders are taken to the Tax Administration Jamaica Office to be zero-rated.

Procurement Reporting:

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

 

Required Knowledge, Skills and Competencies

Technical:

  • 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
  • Excellent knowledge of Office Management principles, practices and procedures
  • Excellent knowledge of Accounting practices as applied to procurement procedures
  • Working knowledge of computer applications

Core:

  • Sound integrity
  • Good Oral and Written Communication skills
  • Good Interpersonal Relations skills
  • Ability to work in a team
  • Ability to take own initiative
  • Good People Management skills
  • Good Problem Solving and Decision Making skills
  • Good Time Management skills

 

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;
  • May be required to work long hours including weekends and public holidays.

 

Please note that only shortlisted applicants will be contacted.

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