Projects Manager (Projects & Initiatives Implementation)

Job Purpose

The incumbent is responsible:

• Supervise and execute the procurement of several high-level and specialized scanning equipment, ICT infrastructure, border security surveillance and monitoring equipment exceeding $3 Billion Jamaican Dollars within the next three (3) years (2024-2027).
• Manage and provide guidance for all procurement activities relating to the execution of the Agency’s Infrastructure Development Plan (2023-2027) and to support the procurement of consultancy services (architectural, mechanical, engineering and plumbing) for the design and acquisition of the proposed 8-10 storey building expected to cost approximately $10 Billion Jamaican Dollars.
• Execute and manage all procurement activities relating to Projects & Initiatives Implementation on behalf of JCA, to include Non-Intrusive and Inspection Programme, K9 Programme, Marine Asset and Air Drone Surveillance Programme, Modernisation, and Infrastructure Projects across all 52 locations.
• Ensure that goods and services required by the Jamaica Customs Agency are procured and delivered as requested in accordance with the Government of Jamaica Public Procurement Act 2015 and Regulations.

Key Responsibilities

Technical/Professional Responsibilities

• Act as Procurement Coordinator and Lead Evaluator
• Coordinate and conduct procurement compliance reviews
• Coordinates and review reports for submission to the MOFPS, OCG, PPC and Cabinet
• Ensure that tender documents are prepared in accordance with GOJ standards and disseminated accurately and in a timely manner.
• Monitor the organization’s procurement activities to ensure conformity to the Procurement Projects and Initiatives Implementation Plan.
• Prepare budget for the Procurement Projects and Initiatives Implementation
• Manage the contract award process
• Manage the tendering process.
• Provide advice on public procurement matters to projects.
• Represent the Agency at Procurement and Contract Award Committees, Board meetings, PPC Sector Committee, PPC and Cabinet Infrastructure Committee meetings.
• Review and recommend for contract award within the specified threshold
• Provide the Finance and Administration Division with the necessary assistance and information as it relates to the preparation of cheques for payments and reconciliation of accounts.
• Manage, monitor, and control the procurement of goods, service and works for Projects and Initiatives Implementation Section ensuring adherence and compliance with basic procurement guidelines and procedures.
• Procure goods, services, and works for Projects and Initiatives Implementation Section on a competitive basis without compromising quality and ensuring the proper storage of goods.
• Monitor the issuing of purchase orders for Projects and Initiatives Implementation Section and follows up for receipt/delivery of goods and /or services.
• Certify all invoices, payment orders and commitment vouchers prior to Projects and Initiatives Implementation Section before submitting to the Finance and Administration Division.
• Ensure that funds are allocated to Projects and Initiatives Implementation Section meet the expenditure for goods prior to placement of orders and ensure that the procurement practices conform to procurement guidelines of the FAA Act.
• Monitor and maintain contacts in the commodity market to keep abreast of price movements, technological improvement, and changes to ensure that orders for supplies are procured in the most efficient and economic manner.
• Inform the relevant offices of changes in the Government Procurement Guidelines and Procedures and ensure implementation is affected within the Agency.
• Liaise with representatives of finding agencies and Government Departments on matters relating to purchases and external payments for goods to ensure that established guidelines, rules, and regulations are adhered to.
• Assist Senor Directors in developing guidelines for establishing priorities in the allocations of resources.
• Prepare and submit reports to the Ministry of Finance and the Public Service for all goods purchased by the Agency inclusive of cost and locations supplied.
• Monitor orders and re-orders levels to minimize incidence of extravagance and waste.

Management/Administrative Responsibilities

• Provide advice to the Director, Public Procurement and other Directors and Managers on procurement policies and procedures.
• Review and Authorize Purchase Order and Payment Requests for Goods, Works and Services as required.
• Participate in the development of operational plan and work programmes
• Advise the Director, Public Procurement of supplier’s reliability/ suitability and performance.
• Attend meetings of Projects and Initiatives Implementation Section Procurement Committee
• Represent the Agency at Conferences, Workshops and Seminars
• Monitor and ensure that effective and up to date procurement records are maintained.
• Monitor and ensure that procurement practices conform to the Financial Audit Act (FAA) and Government Procurement Guidelines.
• Monitor and maintain an inventory listing of all equipment brought within the Agency.
• Act as purchasing agent on behalf of the Projects and Initiatives Implementation Section of the Agency and local funded projects.
• Evaluate the performance of the procurement process along with Director, Public Procurement, and relevant committee members.

Human Resources Responsibilities

• Monitor and evaluate the performance of direct reports, prepare performance appraisals, and recommend and/or indicate corrective actions where necessary to improve performance and/or attain established personal and/or organizational goals.
• Participate in the recruitment of staff for the Projects and Initiatives Implementation Section and recommends transfer, promotions, terminations and leave in accordance with established human resource policies and procedures.
• Provide leadership and guidance to direct reports through effective planning, delegation, communication, training, monitoring, and coaching.
• Ensure the welfare and development needs of skill in the Projects and Initiatives Implementation Section are clearly identified and addressed.
• Establish and maintain a culture that fosters teamwork, employee empowerment and commitment to the Division’s and organizations goals.
• Deputy Chair in tender opening exercises conducted at the Agency.
• Participate in the evaluation of tenders
• Any other duties assigned as directed by the Director, Public Procurement

Customer Service Responsibilities

• Maintain customer service principles, standards, and measurements.
• Identify and incorporate the interests and needs of customers in business process design. 
• Ensure critical success factors are identified and meet expectations.
• Prepare quarterly and/or annually Customer Service reports in accordance with established standards.

Other Responsibilities

• Performs all other duties and functions as may be required from time to time.

PERFORMANCE STANDARDS

• Goods, Services and Works procured in accordance with the Government of Jamaica FAA Act and Procurement Guidelines
• Comprehensive and accurate reports prepared and submitted within the agreed timeframe.
• Accurate information disseminated.
• Continuous guidance and advice provided for Projects and Initiatives Implementation Section as requested
• Quotation requested are authentic and meets the requirement of the Procurement Guideline
• Procurement of goods in a cost-effective manner is maintained.
• Staff for Projects and Initiatives Implementation Section needs are clearly identified and addressed in a timely manner
• Staff performance meets or exceeds set targets
• Technical advice and recommendations provided are sound and supported by qualitative/quantitative data;
• Work plans conform to established procedures and implemented accorded to establish rules;
• Reports are evidence-based and submitted in a timely manner;
• Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.

Required Competencies

Core

• Excellent leadership, presentation, and interpersonal skills
• Excellent oral and written communication skills, especially in terms of communicating and interacting effectively and cooperatively with technical and non-technical staff, including executive management in a fast-paced environment.
• Ability to develop high quality documents and reports.
• Strong decision making, problem solving and negotiation skills
• Solid strategic planning, time-management, and organizational skills
• Ability to operate within varied business environments and diverse cultural contexts.
• Sound financial management and cost containment skills in relation to procurement procedures.
• High level of professionalism, integrity, and confidentiality
• Ability to work under pressure and respond professionally to multiple crises situations.

 Technical

• Sound knowledge of the Government Public Procurement Act 2015 & Regulations
• Sound knowledge of the FAA Act
• Sound Knowledge of Supplies Management
• Knowledge of Project Management
• Knowledge of Budget Preparation
• Knowledge of Contract Management
• Knowledge of Tender Management
• Proficiency in the relevant computer applications and systems.
• Working knowledge of Customs activities

Minimum Required Education and Experience

• B. Sc. in Business Administration, Management Studies, Public Administration, Production/Supply Chain Management, or any related field
• Certificate in Public Procurement: UNDP/CIPS Level 3 or INPRI Level 4 and MIND
• Five (5) years related work experience in procurement of goods and services
• ACCA Level 2
• Certificate in Public Procurement: UNDP/CIPS Level 3 or INPRI Level 4 and MIND
• Five (5) years related work experience in procurement of goods and services
• Diploma in Accounting, Business administration or any related fields
• Certificate in Public Procurement: UNDP/CIPS Level 3 or INPRI Level 4 and MIND
• Seven (7) years related work experience in procurement of goods and services

Special Conditions Associated with The Job

• Work will be conducted in various office outfitted with standard office equipment and specialized software.
• Involves working in a fast-paced environment with on-going interactions with critical stakeholders.
• May occasionally be required to meet tight deadlines which will result in high degree of pressure.
• May be required to travel locally and overseas to attend conferences, seminars, and meetings.