Public Procurement Administrator (GMG/AM 2)

Key Responsibilities

Technical/Professional: 

• Co-ordinates reports on behalf of the organization: Prepares reports for submission to the Ministry of Finance and the Public Service, Office of the Contractor General and the PPC. Assists with the preparation of monthly report for submission; 
• Maintains records in accordance to the FAA Act, etc.; 
• Organizes and maintains filing system. Maintains correspondence loggings system;
• Disseminates, in a timely manner, all incoming and outgoing correspondences;
• Co-ordinates meetings, arranges Department and Procurement Committee meetings. Disseminates relevant documents for meetings. Records and generates accurate and timely Minutes for meetings; 
• Makes travel arrangements for organization officers; 
• Takes responsibility for organizing all purchasing documents; 
• Ensure that all purchase requisitions and travel requisitions are channeled through the proper system before typing the Purchase Orders; 
• Ensures 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 the originating Department of Purchase Requisition for authorized signature or other information required; 
• Assists with compiling data to prepare Purchase Orders; 
• Ensures that all Purchase Orders are typed; 
• Assists in expediting movement of purchase orders from the hospital to the suppliers;
• Communicates with all levels of staff regarding the movement of Requisitions and Purchase Orders; 
• Assists users with preparing purchase requisitions correctly; 
• Maintains proper records management for Purchase Requisitions, Purchase Orders, and C.O.D. letters; 
• Prepares purchasing document for dispatch to suppliers, stamps, records and send Purchase Order requiring GCT exemption to GCT Office; 
• Ensures that copies of Purchase Requisitions are dispatched to the correct Department;
• Assists suppliers to locate invoices that have been submitted for payment;
• Prepares C.O.D. letters and uniform allowance letters, makes records in the required books and takes them to the relevant Accounts Department; 
• Follows up on C.O.D. letters, ascertains re-preparation of cheques and returns the appropriate documents to the Accounts Department when the goods are supplied or the services are provided; 
• Answers the telephones screens calls and directs callers to the appropriate person or use initiative to assist callers, where possible. 
• Attends to the suppliers when they come to collect orders or makes inquiries regarding re-orders and orders that are not collected or dispatched by messenger or the post.
• Assists with taking information from Shipping Agents, receiving shipping documents from Courier Services and delivering them to the Custom Broker. 
• Receives cheque from the Accounts Department for overseas suppliers and sends via courier service to the respective suppliers, or makes contact with the persons requesting the information to ascertain the means by which suppliers are to get orders and cheques.
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

• Sound oral and written communication skills; 
• Good interpersonal skills; 
• Good organizational 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; 
• One (1) year of working experience in the related field.

Please note that only shortlisted applicants will be contacted.