Project Specialist (NIIP & Border Security)

Job Purpose

The incumbent will provide technical advice on the acquisition of security assets utilizing the relevant clauses within the Government of Jamaica Public Procurement Guidelines, best practices for security and border protection procurement, the cost-effectiveness of design, specification and methodology proposals, and terms of references for preventative maintenance of equipment’s. In addition, the Project Specialist (NIIP & Border Security) will conduct monitoring and evaluation activities during and after the implementation phase of the NIIP transition for Contactless Clearance. The Project Specialist (NIIP & Border Security) will also ensure that the scope of goods, works and services is completed in accordance with contract documents, agreed/established work, and value for money     

Key Responsibilities

Technical/Professional Responsibilities

• Conducts and supervises procurement processes for NIIP and Border Security projects.
• Prepares Tender Documents for NIIP and Border Security Goods/Works and Services.
• Prepares Physical Evaluation Report on Bidding Documents Received at Bid Opening.
• Ensures implementation of e-procurement in NIIP and Border Security projects and use of e-tendering system i.e. GOJEP system.
• Ensures full compliance of procurement activities with the Government of Jamaica (GOJ) Public Procurement Act (2015) and Public Procurement Regulations (2018); GOJ Procurement Handbook and Policies and Strategies.
• Implements an effective internal control analysis of parameters in support of the proper design and functioning of a client-oriented procurement management system.
• Provides critical analysis to the Public Procurement Committee on proposals, elaboration of contract strategy, sourcing strategy, quality management, supplier selection, and the improvement of procurement processes.
• Conducts and supervises the procurement processes for NIIP and Border Security projects focusing on the achievement of the following results:
  • Analysis of information in collaboration with the technical team,
  • Preparation of procurement plans for the projects and monitoring of their implementation.
  • Implementation of proper monitoring and control of procurement processes, their evaluation, negotiation of certain conditions of contracts in full compliance with Government of Jamaica Public Procurement Act (2015) and Public Procurement Regulations (2018), GOJ Procurement Handbook and Policies
  • Elaboration and issuance of solicitation documents; review and publication of clarifications to bidders; bid receipt and bid opening; coordination of bid evaluation and preparation of evaluation reports; contract award and negotiations; elaboration of contractual forms.
  • Preliminary review of submissions to the Public Procurement Commission (PPC) and Cabinet Infrastructure Committee and the Integrity Commission.
• Implements an internal control system that ensures that contract documents are duly prepared and dispatched.
• Follows up on timely corrective actions.
• Elaborates and implements proposals to achieve excellence in the procurement service provision.
• Provides technical advice on public procurement matters (Border Security) to officers.
• Manages, monitors, and controls the procurement of goods and services and ensures that the objectives and basic principles of procurements guideline and procedures and complied with.
• Procures goods and services on a competitive basis without compromising quality and ensures proper storage.
• Assist in reviewing TOR’s for NIIP and Border Security to improve the overall efficiency and effectiveness of the Agency. 
• Conducts surveys to gather data for procurement.
• Monitors ongoing projects through site visits, attendance at meetings, reviews reports, documentation, and other means. 
• Evaluate the ethical viability of projects.
• Coordinates contract management related to NIIP and Border Security projects focusing on the achievement of the following results:
  • Implementation of proper contract management tools to ensure effective monitoring of contract execution and disbursement of payments, 
  • Safekeeping, execution of performance bonds and securities, and contractor assessment.
• Coordinates with the NIIP and Border Security Management Team in providing technical assistance, to supervise and monitor payment requests and conflict resolution during contract execution.
• Provides analytical inputs to the elaboration and implementation of operational strategies related to NIIP and Border Security projects carried out by the Jamaica Customs Agency.
• Meets with contractors, the public, developers, and interest groups concerning building projects, engineering regulations, standards, or policies.
• Assist with the monitoring of activities of contractors to ensure the timely delivery of projects.
• Ensures that funds are allocated to meet the expenditure for goods prior to placement of orders and ensured that the procurement practices conform to procurement guidelines of the FAA Act
• Monitors and maintains contacts in the commodity market to keep abreast of price movements, technological improvements, and changes to ensure that orders for supplies are procured in the most efficient and economic manner.

Management/Administrative Responsibilities

• Participates in the development of the Division’s Corporate, Operational Plan, work programmes, and Budget.
• Provides advice to the CEO/Commissioner of Customs, Project Manager, Director, Public Procurement, Non-Intrusive Inspection & Security Management Branch and other Directors, and Managers on the NIIP and Border Security and procurement matters.
• Advises the Project Manager/Director, Public Procurement of contractors’ reliability/suitability and performance.
• Attends meetings of the Public Procurement Commission Goods and Services Sub-Committee
• Attends meetings of the NIIP and Border Security Team and Procurement Committees.
• Represents the Ministry at Conferences, Workshops, Seminars, and other events.
• Monitors and ensures that effective and up-to-date contracts and procurement records are maintained.
• Manages to ensure that procurement practices conform to the Financial Audit Act (FAA) and Government Guidelines
• Monitors and maintains an inventory listing of all equipment bought for infrastructural works.
• Acts as a purchasing agent on behalf of the Agency.
• Evaluates the performance of the Procurement and project processes along with the Project Manager, Director, Public Procurement, and Committee Members.
• Assist in managing NIIP and Border Security issues, budget, and schedules.
• Advises on the appointment of external expertise when necessary.

Customer Service Responsibilities

• Maintains customer service principles, standards, and measurements and ensure the values of the Agency are upheld and maintained at all times. 

Other Responsibilities 

• Performs other related functions assigned from time to time by the Project Manager /Director, Public Procurement.
• Comply with Health & Safety Policies & Procedures.

Required Competencies

Core:                                                                                                                                                                      

• Excellent leadership and interpersonal skills
• Good customer relations and quality focus skills
• Excellent written, oral communication and presentation skills                                                   
• Excellent problem-solving and negotiation skills                                                                       
• Excellent planning and organizing skills
• Strong integrity
• Ability to manage the client interface (external partners)         
• Good analytical and critical thinking skills                                                                                    
• Goal/results oriented     

Technical:

• Ability to conduct National Security analyses.                                               
• Sound knowledge of The Customs Act                                                                        
• Good knowledge of Occupational Safety and Health (OSH)                                               
• Good understanding of Contract Administration and Management                                  
• Good knowledge of project assessment and technical analysis.                                        
• Sound knowledge of the Government Public Procurement Act 2015 & Regulations
• Sound knowledge of the FAA Act
• Knowledge of Project Planning and Management, Budget Preparation and Tender Management                                                                                                              
• Knowledge of the operations of Government/knowledge of the Agency’s policies  and procedures
• Good report writing skills.          

Minimum Required Education and Experience

• Bachelor’s degree in international relations or project management or a related field.
• Certificate in Public Procurement: UNDP/CIPS Level 1 or 2 or INPRI Level 1 or 2
• At least five (5) years of relevant experience at the national or international level in Procurement with particular emphasis in security management and high value procurement.
• Must have extensive knowledge of the Government of Jamaica Public Procurement Act (2015) and Public Procurement Regulations (2018), GOJ Procurement Handbook.
• Training/Certification in Project Management would be an asset.
•  Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems (ERPs).

Special Conditions Associated with The Job

• Extensive travelling island wide
• Holder of a Valid Driver’s Licence
• Exposure to conditions related to national security and matters of extreme confidentiality.

Authority

• Coordinates Technical Evaluation Sub-Committee for NIIP and Border Security.
• Reviews and Authorizes Addendum to Scope of Goods and Services during tender processes.
• Lead Evaluator (PO/TC+ESR) on GoJEP (E-Procurement System) for NIIP & Border Security
• Lead Performance Evaluator on CPEP (Contractor Performance Evaluation Platform)
• Coordinates tender opening exercises, reviews and prepares tender opening reports.