Public Procurement Officer (GMG/AM 3)

KEY RESPONSIBILITIES:

Technical/Professional Responsibilities 

To make the necessary arrangements for the purchasing and delivery of goods and services on behalf of the Ministry. 

• Request quotations from suppliers for goods and services required and compiles responses for analysis; 
• Assist in the evaluation of quotations received; 
• Investigate, compare and assist, as necessary in the negotiation of purchasing agreements, credit arrangement and service contracts and ensure adherence to the time of the service contracts;
• Liaise with the Accounts Branch to ensure that payments are made to suppliers in a timely manner; 
• Monitor re-order levels and arrange for stocktaking at appropriate intervals; 
• Co-ordinate the purchasing of supplies for official functions organized by the Ministry; 

To maintain accurate inventory levels of goods as well as purchasing records.

• Continuously consult National Contracts Committee listing of qualified suppliers; 
• Maintain inventory at the most cost-effective levels; 
• Establish just in time purchasing/delivery systems, where necessary; 
• Maintain an accurate register of all purchases of goods and services;
• Place orders for diaries (for the coming year) at least three (3) months in advance; 
• Ensure that all items issued are recorded and signed for and stock levels are reflected in the issuing of diaries are in keeping with actual count; 
• Provide accurate and detailed reports on stock levels to management. 

To co-ordinate official travel arrangements for senior officers of the Ministry.

• Contact travel agency to make reservation/confirmation booking for officers travelling overseas on official business; 
• Arrange for tickets to be collected in a timely manner; 
• Procure foreign currency for officers travelling on official business. 

REQUIRED COMPETENCIES:

• Good knowledge of government’s procurement policies and procedures;
• Good knowledge in purchasing and inventory management; 
• Working knowledge of the Finance and Administration Audit Act (FAA Act);
• Planning and Organizing 
• Teamwork 
• Communication (both oral and written) 
• Interpersonal Skills 
• Integrity and Ethics 
• Initiative 

QUALIFICATION/EXPERIENCE:

• Associate Degree in Finance/Accounting/Business Administration or its equivalent; 
• Two (2) years of experience within the field. 

SPECIAL CONDITIONS OF THE JOB

• Pressured working conditions with numerous critical deadlines.

We thank all applicants for the interest expressed; however, only shortlisted candidates will be contacted.