Public Procurement Administrator

Key Responsibilities

Technical/Professional: 

• Organizes, maintains and updates filing system, electronic and manually;
• Maintains correspondence/document logging system; 
• Co-ordinates/prepares external reports for the Ministry of Finance and the Public Service, Integrity Commission; Public Procurement Commission and any other entity, as required;
• Assists with co-ordinating/preparing internal reports: monthly, quarterly and any other report, as required as per MOF standards; 
• Disseminates all incoming and outgoing correspondence promptly; 
• Co-ordinates meetings for Branch, Procurement Committee and others, as directed.
• Disseminates documents for meetings; 
• Records and generates accurate Minutes for meetings; disseminate Minutes in a timely manner; 
• Organizes all procurement documents. 
• Ensures that purchase requisitions are channelled through the proper system before printing purchase orders; 
• Ensures all necessary information for the processing of Purchase Requisitions is in place e.g. prices, quotations, and necessary signatures are affixed. If necessary, return to the originating Unit/officer for authorized signature or other information required;
• Assists with compiling data to prepare Purchase Orders; 
• Assists in expediting the movement of purchase orders and other contract documents to suppliers; 
• Communicates with all levels of staff regarding the Purchase Orders and other documents; 
• Assists users with preparing Purchase Requisitions correctly; 
• Maintains proper records of Purchase Requisitions, Purchase Orders, and other documents; 
• Prepares procurement documents for dispatch to suppliers; 
• Follows up on the timely administration of suppliers' invoices that have been submitted for payment, where there are challenges or constraints, advise the manager forthwith;
• Follows up to ascertain the preparation of payments and return the appropriate documents to the Finance and Accounts Branch when the goods, services or works are satisfactorily completed; 
• Answers the telephones, screens calls and directs callers to the appropriate person or use initiative to assist callers, where possible; 
• Attends to suppliers when they make inquiries for orders and orders that are not collected are dispatched by the bearer; 
• Assists with taking information from shipping agents, receiving shipping documents from courier services, and delivering them to the customs broker; 
• Liaises with the Finance and Accounts Branch to ensure payments for overseas suppliers are addressed timely; makes contact with the persons requesting payment information and provides it, as needed; 
• Collects information from shipping Agents, receiving shipping documents from courier services and delivers to custom Brokers; 
• Prepares letters of award and vendor/supplier contracts for dispatch to supplier for review and signing; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills, and Competencies

Core: 

• Good oral and written communication skills; 
• Integrity; 
• Good interpersonal skills;
• Good problem-solving and decision-making skills; 
• Strong judgment and analytical thinking skills; 
• Good planning and organizing skills; 
• Ability to use own initiative. 

Technical: 

• Knowledge of the Procurement act 2015 and GOJ Public Procurement Regulations;
• Knowledge of the Fisheries Act 2018 and other relevant legislation, policies, guidelines of the National Fisheries Authority; 
• Proficiency in the use of relevant computer applications. 

Minimum Required Qualification and Experience

• Diploma in Business Administration/Management Studies/Accounting or any other related field; 
• One (1) year working experience in the related field. 

Special Condition Associated with the Job

• May be required to work beyond normal working hours, on weekends and public holidays

Please note that only shortlisted applicants will be contacted.