Public Procurement Officer

Job Purpose

Under the direct supervision of the Director, Public Procurement, the Senior Public Procurement Officer is mandated to conduct the necessary market research and draft solicitation documents and seek the necessary internal and external approval for procurement activities between the Tier I & II thresholds relating to the procurement of goods, services and works requested by the various divisions, branches, sections and units within the Jamaica Customs Agency.

Key Responsibilities

Technical/Professional Responsibilities

• Prepare tender notices and advertisements.
• Prepare RFQ for goods, general services, and minor works.
• Obtain quotations/tenders from appropriately qualified suppliers.
• Represent the Agency at Tender closing and opening exercises as Tender Officer.
• Maintain Procurement records in good order to facilitate audit and other reviews.
• Maintain an up-to-date database of all bonds and insurances and take responsibility for the safe keeping and return of all relevant documents.

Procurement Process Management

• Prepare and review technical specifications in collaboration with stakeholders, refining terms of reference (TOR) and preparing request for proposals (REP) and bidding documents.
• Review and evaluate proposals and bids received and assist with the process of engaging consultants and suppliers.
• Prepare and review TORs and bidding documents for all required procurement activities.
• Liaise with relevant departments and stakeholders to have RFPs and bidding documents prepared, approved and issued in a timely manner according to the approved budget.
• Manage the advertising process for procurements, procurement correspondence, bid receipt, and bid opening in strict accordance with mandated procurement procedures.
• Maintain procurement filing system in a systematic manner.
• Receive, compile and process purchase requisition forms for all wards and departments for the procurement of goods.

Vendor Management

• Maintaining list of vendors and contractors supplying various items and services.
• Liaises with service contractors to ensure that service to office and medical equipment are being affected as agreed.
• Develop and execute measurement tools to accurately gauge vendor’s performance (quality delivery time’s etc.) and communicate results internally and externally as necessary.
• Check invoices to ensure correct price, follow through to ensure that materials ordered have been received, examine the condition of materials received, and recommend invoices for payment.
• Maintain procurement records such as items or services purchased costs, delivery, product quality or performance and inventories, compiling data on these for internal monthly reports.
• Ensure all completed Purchase Orders are taken to the general consumption tax office to be zero-rated.

Procurement Reporting

• Monitor and report the procurement implementation status and progress as required.
• Follow up with relevant government agencies to obtain the approval of proposed contract awards in a timely manner.
• Prepare reports of and for procurement meetings.

Customer Service Responsibilities

• Maintain customer service principles, standards, and measurements and ensure the values of the Agency are upheld and maintained at all times. 

Other Responsibilities 

• Perform all other duties and functions as may be incidental or related to the functions and responsibilities of the job.   
• May be required to provide witness statements, attend court proceedings, and give evidence. 
• Comply with Health & Safety Policies & Procedures.

Required Competencies

Core

• Strong verbal and written communication skills.
• Good problem solving and decision-making skills.
• Ability to work on own initiative and strategize for better solutions.
• Ability to negotiate, establish, and administer contracts.
• Ability to multitask, prioritize, and manage time efficiently.
• Accurate and precise attention to detail.
• Ability to work well with management and staff at all levels
• Ability to work as an organized team player.
• High level of professionalism, integrity, and confidentiality.
• Strong customer relations and interpersonal skills.

Technical

• Extensive knowledge of Government Procurement guidelines and procedures.
• Excellent knowledge of contract administration.
• Ability to research and evaluate technical proposals and recommend contracts for award.
• Knowledge of office management principles, practices, and procedures.
• Excellent knowledge of accounting practices as applied to procurement procedures.
• Competence in Microsoft Office applications particularly MS Word and MS Excel.

Minimum Required Education and Experience

• First degree in Public Administration/Management Studies/Accounting or any other related field
• Three (3) years procurement experience, in a similar position

Special Conditions Associated with The Job

• Work will be conducted in various office outfitted with standard office equipment and specialized software.
• Pressured working conditions with numerous critical deadlines.
• May be required to work beyond normal working hours, on weekends and public holidays.
• Involve working in a fast-paced environment with on-going interactions with staff and stakeholders.