Public Procurement Officer (GMG/AM 3)

KEY OUTPUTS

• Annual Unit Procurement Plan prepared 
• Procurement Committee supported 
• Proper records of physical flow of all materials maintained 
• Procurement activities executed 
• Audit queries in relation to procurement activities responded to 
• Tender/bid documents including Request for Proposal (RFP) and Request for Quotation (RFQ) prepared 
• Tender/bids documents including Request for Proposal (RFP) and Request for Quotation (RFQ) reviewed 
• Monthly, Quarterly and Annual Procurement reports prepared 
• Quotations from suppliers requested 
• Orders and delivery of goods and services (administered) and followed through
• Collection of goods from supplier arranged 
• Office supplies and other goods/stock replenished 
• Goods delivered checked and verified 
• Staff sensitized to Government’s Procurement Guidelines 

Key Responsibilities

• Participates in the preparation of the Annual Procurement Plan for the procurement of goods, works and services; 
• Liaises with the Divisions and provides advice and support in the preparation of their Unit’s Annual Procurement Plans; 
• Provides administrative support to the Procurement Committee and provides data in the compilation of the Annual Procurement Budget and Annual Work Plan; 
• Assists with managing the Annual Procurement Budget and alerts the Director as necessary, to avoid overruns or underutilization; 
• Maintains proper records of the physical flow of all materials, equipment, supplies and services; 
• Administers procurement activities in the Department to ensure transparency, objectivity, economy and efficiency in procurement transactions; 
• Keeps abreast of trends and changes in procurement and makes recommendations for their adoption where necessary to enhance the Department’s procurement function;
• Responds to Audit queries in relation to procurement activities;
• Checks purchase requisitions for accuracy and compliance with established policies and procedures;
• Prepares tender/bid documents including Request for Proposal (RFP) and Request for Quotation (RFQ) to effect procurement; 
• Reviews tender/bid documents including Request for Proposal (RFQ) and Request for Quotations (RFQ) submitted by Programme Managers, for accuracy and completeness;
• Assists in research and compilation of data, as well as prepares Monthly, Quarterly and Annual Procurement Reports, and submits to the relevant authorities (Office of the Contractor General etc.); 
• Uploads Withholding Tax Certificate to Tax Administration of Jamaica (TAJ) Portal within one month of receipt of invoices; 
• Keeps abreast of the Government’s Procurement procedures, trends and developments in procurement and recommends their adoption/application, where appropriate, to increase effectiveness and productivity; 
• Receives and checks purchase requisitions for accuracy and overall compliance with established policies and procedures; 
• Requests quotations from suppliers where required and makes price comparisons for the selection of supplier; administers orders and follows through on delivery of goods and services; 
• Makes arrangements as necessary, for the collection of goods from suppliers;
• Liaises with Executive Assistant regarding procurement for replenishing of Office supplies and other goods/stocks; 
• Checks and verifies goods delivered and hands over to the relevant Officer;
• Verifies invoices and submits to Director of Finance for approval of payment;
• Updates computer records and maintains files for purchase requisitions and list of qualified suppliers; 
• Assists in sensitizing staff on Government’s Procurement guidelines and amendments to policies; 
• Performs any other duties assigned from time to time. 

Required Knowledge, Skills and Competencies

• Sound knowledge of Microsoft Office Suite (Word, Excel, PowerPoint)
• Sound knowledge of the Government Procurement Guidelines and the Financial Administration and Audit (FAA) Act 
• Excellent Oral and Written Communication skills
• Tact and ability to get along with others 
• Excellent Interpersonal skills 
• Good Negotiating skills 
• Excellent Time Management skills 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Management Studies, Business Administration, Public Administration or equivalent; 
• Training/Certification in Government procurement policies and procedures;
• Two (2) years’ experience in a similar position; 
• Training/experience in Inventory Management and/or Accounting would be an asset.

OR 

• Associate Degree/Diploma in Business/Office/Administrative Management;
• Training/Certification in Government procurement policies and procedures;
• At least three (3) years’ experience in a similar position; 
• Training/experience in Inventory Management and/or Accounting would be an asset