Public Procurement Administrator (GMG/AM 2)

KEY OUTPUTS

• Administrative support to Procurement Committee; 
• Administrative matters for Procurement Unit managed; 
• Appointments scheduled/arrangement of meetings; 
• Documents processed; 
• Communicate with stakeholders; 
• Information typed; 
• Reports. 

KEY RESPONSIBLITY AREAS

• Coordinates 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. 
• Maintains records in accordance to the FAA Act, etc.: 
  • Organize and maintain filing system; 
  • Maintain correspondence loggings system. 
• Disseminates in a timely manner all incoming and outgoing correspondences; 
• Coordinates meetings: 
  • Arranges Departments and Procurement committee meetings;
  • Disseminates relevant documents for meetings; 
  • Records and generates accurate and timely minutes for meetings.
• Makes travel arrangement; 
• Responsible for organizing all purchasing documents;
• Ensures that that all Purchasing Requisitions and Travel Requisitions are channelled 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 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 to expedite 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, stamp, record and send Purchase Order requiring GCT exemption to GCT office; 
• Ensures that copies of Purchase Requisitions are dispatched to the correct Department; 
• Assist Suppliers to locate invoices that have been submitted for payment; 
• Prepares C.O.D. letters and uniform allowance letters, make records in the required books and take them to the relevant Accounts department; 
• Follows 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; 
• Answers the telephones and screen calls and direct callers to the appropriate person or use initiative to assist callers where possible;
• Attends to the suppliers when they come to collect orders or make inquiries re orders and orders that are not collected are 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 send via courier service to the respective suppliers or make contact with the persons requesting the information as to the means by which suppliers are to get orders and cheques. 

Other 

• Performs any other related duties. 

PERFORMANCE STANDARDS

• Letters, reports, circulars, minutes and other correspondence are typed in a timely manner as directed. 
• Purchase Orders are correctly typed & dispatched 
• An up to date filing system. 
• Queries of customers/visitors/callers to the unit are received and referred/attended to in a timely manner using effective communication technique. 
• Responses to routine matters are prepared and dispatched in a timely manner. 

REQUIRED COMPETENCIES

Core 

• Oral Communication 
• Written Communication
• Initiative
• Confidentiality 
• Integrity
• Diplomacy 

Technical 

• Use of technology: MS Excel, MS PowerPoint, MS Word & report writing.
• Knowledge of office management principles, practices and procedures

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

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

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Typical office environment, no adverse working conditions; 
• Participation in retreats/meetings outside of normal working hours may be required from time to time. 

AUTHORITY

• None.