Public Procurement Administrator (GMG/AM 2)

JOB PURPOSE

Under the general supervision of the Director 3 - Public Procurement, the incumbent is responsible for providing the necessary support by offering complete secretarial/administrative support. This includes first point of contact, time management, correspondence disposition, and resolution. 

The duties and responsibilities include but are not limited to the following: 

KEY RESPONSIBILITIES

Technical/Professional Responsibilities: 

• Coordinate reports on behalf of the organization. 
• Prepare reports for submission to the Ministry of Finance, Office of the Contractor General and the PPC. 
• Assist with the preparation of monthly report for submission. 
• Maintain records in accordance with the FAA Act. 
• Organize and maintain filing system. 
• Maintain correspondence loggings system. 
• Disseminate in a timely manner all incoming and outgoing correspondences.
• Coordinate meetings. 
• Arrange Department and Procurement Committee meetings. 
• Disseminate relevant documents for meetings. 
• Record and generate accurate and timely minutes for meetings. 
• Make travel arrangements for organization officers. 
• Responsible for organizing all purchasing documents. 
• Ensure that all Purchase Requisitions and Travel Requisitions are channelled through the proper system before typing the purchase orders. 
• Ensure all necessary information for the processing of Purchase Requisitions and Travel Requisitions are in place e.g. Prices, quotations, necessary signatures are affixed. If necessary, return to originating department of Purchase Requisition for authorized signature or other information required. 
• Assist with compiling data to prepare Purchase Orders. 
• Ensure that all Purchase Orders are typed. 
• Assist to expedite movement of purchase orders from the hospital to the Suppliers. 
• Communicate with all levels of staff regarding the movement of Requisitions and Purchase Orders. 
• Assist users with preparing Purchase Requisitions correctly. 
• Maintain Proper records management for Purchase Requisitions, Purchase Orders, and C.O.D letters. 
• Prepare Purchasing document for dispatch to suppliers, stamp, record and send Purchase Order requiring GCT exemption to GCT office. 
• Ensure that copies of Purchase Requisitions are dispatched to the correct Department.
• Assist Suppliers to locate invoices that have been submitted for payment. 
• Prepare C.O.D letters and uniform allowance letters, make records in the required books and take them to the relevant Accounts department. 
• Follow up on C.O.D letters, ascertain re-preparation of cheques and return the appropriate documents to the Accounts department when the goods are supplied, or the services are
• provided. 
• Answer the telephones and screen calls and direct callers to the appropriate person or use initiative to assist callers where possible. 
• Attend to the suppliers when they come to collect orders or make inquiries reorders and orders that are not collected are dispatched by messenger or the post. 
• Assist with taking information from Shipping Agents, receiving shipping documents from courier services, and delivering them to the Custom Broker. 
• Receive cheque from the Accounts Department for overseas suppliers and send via courier service to the respective suppliers or contact the persons requesting the information as to the means by which suppliers are to get orders and cheques. 
• Perform other similar and related tasks are required. 

Other Responsibilities: 

• The incumbent may, from time to time, be assigned duties not specifically outlined within the job description but are within the capacity, qualifications and experience normally expected from a person occupying this position. 

REQUIRED KNOWLEDGE, SKILLS AND COMPETENCIES

• Sound interpersonal, oral and communication and skills; 
• Good organizing skills; 
• Ability to take own initiative and be a self-starter; 
• Ability to maintain confidentiality; 
• Competent in MS Excel, MS PowerPoint, MS Word and Report Writing; 
• Good command of the English Language; 
• High degree of integrity and diplomacy. 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

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

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• May be required to participate in retreats/meetings outside of normal working hours, from time to time. 

We thank all applicants for their expressions of interest, however only short-listed candidates will be contacted.