Public Procurement Officer

JOB PURPOSE

To undertake and monitor the procurement processes for acquiring goods, services and works essential to the operation of Tax Administration Jamaica (TAJ); ensure that all acquisitions for goods, services and works are conducted in accordance with the Government of Jamaica procurement guidelines and procedures as set out in the Public Procurement Act, 2015, Public Procurement Regulations, 2018 and the Financial Administration and Audit (FAA) Act 

KEY OUTPUTS

• Tender process conducted; 
• Bids evaluated and results submitted; 
• Registers maintained; 
• Requests for the procurement of goods, services and works prepared and submitted;
• Purchase orders prepared, dispatched and filed; 
• Queries responded to; 
• Reports prepared and submitted. 

KEY RESPONSIBILITY AREA

Technical and Professional Duties: 

• Prepares tender notices/advertisements for dispatch to respective media houses;
• Prepares standard bidding documents for goods, general services and minor works and obtains quotations/proposals from appropriately qualified suppliers; 
• Represents Public Procurement Unit at Bid/Tender opening and closing exercises as Tender Officer; 
• Prepares and reviews technical specifications in collaboration with stakeholders, refining Terms of Reference (TOR) and preparing Request for Proposals (RFPs) and other bidding documents; 
• Reviews and evaluates proposals and bids received and assists with the process of engaging Consultants, Suppliers and Contractors; 
• Liaises with relevant Heads of Section and stakeholders to have RFPs and other standard bidding documents prepared, approved and issued in a timely manner according to the approved budget;
• Conducts the advertising process for procurements, procurement correspondence, bid receipt, and bid opening in strict accordance with mandated procurement procedures;
• Receives, compiles and processes purchase requisition from all Branches for the procurement of goods, services and works; 
• Maintains list of Vendors and Contractors supplying various items and services;
• Maintains and monitors the Lease and Contracts Registers and prepares documents for renewal where applicable; 
• Executes measurement tools to accurately gauge Vendor’s performance in terms of quality, and delivery time and communicate results to Director where necessary; 
• Evaluates the performance of Suppliers, prepares and submits status report and makes recommendations where applicable; 
• Checks invoices to ensure correct price and follows through to ensure that goods, services, and works have been received or rendered; 
• Collates procurement documents (purchase order, commitment, commitment order, requisition for the purchase of goods and services (RPGS), and other supporting documents) for submission with accompanying invoice to the Finance and Accounts Unit for payment; 
• Monitors and reports the procurement implementation status and progress as required;
• Follows up with relevant external approving bodies to obtain approval of proposed Contract awards in a timely manner; 
• Prepares and submits the relevant reports as required and agreed upon; 
• Supports the identification and management of risks within the organization and by extension the respective area of work; 
• Performs any other related duties as required by the Director, Public Procurement. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• Tender process is conducted in accordance with quality requirements and financial guidelines/regulations; 
• Bids are evaluated and results submitted in accordance with established standards and agreed upon time; 
• Registers are maintained in accordance with established guidelines; 
• Requisitions are prepared and submitted in accordance with established standards and guidelines; 
• Purchase orders are prepared, dispatched and filed in accordance with established guidelines and agreed upon timeframe;
• Queries are responded to in accordance with established standards and timeframe;
• Reports are prepared and submitted in keeping with agreed upon timelines and standards. 

AUTHORITY TO:

• Make contact with Supplier concerning goods and services; 
• Make recommendations in relation to bids submitted and purchases made;
• Reject quotations if they are not in keeping with policies and procedures.

REQUIRED COMPETENCIES

a) Specific Knowledge 

• Excellent knowledge of Government Procurement guidelines and procedures;
• Excellent knowledge of contract administration; 
• Knowledge of Accounting practices as applied to procurement procedures;
• Knowledge of office management principles, practices and procedures;
• Knowledge of relevant industries (construction, security, hospitality etc.);
• Working knowledge of computer applications. 

Required Skills and Specialized Techniques 

• Excellent planning, organizing, and negotiating skills; 
• Excellent communication, interpersonal and team building skills; 
• Excellent time management skills; 
• Very good research, decision-making, judgment, and analytical skills;
• Very good customer service skills; 
• Keen eye for detail. 

Qualification and Experience 

• BSc in Public Administration/Management Studies/Accounting or any other related field; 
• Three (3) years procurement experience in a similar position; 
• Certification in Public Procurement: International Procurement Institute (INPRI) or UNDP/CIPS Level 2 or INPRI Level 3 from MIND. 

WORKING CONDITIONS

• Normal office environment;
• Required to meet numerous deadlines; 
• May be required to work beyond normal working hours; weekends and public holidays;
• Travel (30 – 40%).

While we thank all applicants for their interest, only short-listed candidates will be contacted.