Senior Procurement Officer (GMG/AM 4)

KEY OUTPUTS

• Prices of goods and services researched 
• Suitable and registered suppliers sourced 
• Quotations requested
• Payment, Commitment Vouchers and Invoice Orders prepared and payment made
• Suppliers’ performance, capabilities and the competitiveness of the prices investigated Records maintained 
• Goods and services procured 
• Advances cleared 
• Goods delivered 
• Reports prepared and submitted 

KEY RESPONSIBILITIES

MANAGEMENT/ADMINISTRATIVE 

• Assists the Procurement Manager to set priorities and formulating procedures.
• Advice the Procurement Manager of suppliers’ reliability/suitability and performance.
• Attends meetings of the Procurement and Contracts Committee in the absence of the Procurement Manager. 
• Provides guidance to Internal/External customers on the Ministry’s procurement policies and procedures. 
• Develops priority settings for the client. 
• Ensures that cheques are collected by the supplier once goods are received in good condition and according to the purchase order. 
• Ensures that procurement practices conform with the relevant Acts. 
• Establishes and maintains an inventory listing of equipment bought etc.

PROFESSIONAL/TECHNICAL RESPONSIBILITIES 

• Sources suitable and registered suppliers from which to purchase 
• Ensures that purchases are made within the procurement guidelines given by the Ministry of Finance. 
• Investigates suppliers’ performances, capability, and how competitive their prices are
• Seeks pro-forma invoices from reputable suppliers and follows up until they are received
• Issues purchase orders and ensures that they are zero-rated by the General Consumption Tax Officer 
• Prepares commitment and payment vouchers and submit them for payment
• Monitors orders to ensure payment 
• Collects items and ascertains that quality and quantity are received in accordance with purchase order 
• Ensures that supplies are delivered and that items are properly accounted for
• Maintains records of goods in storage prior to delivery to the various departments
• Maintains a filing system for significant documents 
• Assists with typing letters and reports as directed by the Procurement Manager
• Photocopies documents, collates and files documents 
• Collects receipts and clears advance payments 
• Liaises with internal and external customers 
• Checks pro-forma invoices for correctness before sending them to the Procurement Manager
• Prepares and submits documents to Accounts Division for the clearing of advances 

OTHER DUTIES AND RESPONSIBILITIES 

• Performs any other duties as directed by the Procurement Manager and Head of the Unit.
• Attends meetings of Procurement and Contracts Committees in the absence of the Procurement Manager. 
• Represent the Unit at meetings and other occasions as required. 

REQUIRED COMPETENCIES

Core 

• Good oral communication skills 
• Good written communication skills 
• Ability to work as a team 
• Ability to work on own initiative 
• Good interpersonal skills 
• Good customer and quality focus skills 
• Good planning and organizing skills 

Technical 

• Good knowledge of the GOJ Procurement Act and Guidelines 
• Good knowledge of the stipulations of the FAA Act 
• Good knowledge of the Ministry’s Policies, Practices, and Procedures
• Proficiency in the relevant computer applications 

PERFORMANCE STANDARDS

• Prices of goods and services researched in accordance with the Procurement Guidelines.
• Suitable and registered suppliers sourced in accordance with the Procurement Standards.
• Quotations requested in accordance with the Procurement Guidelines. 
• Payment, Commitment Vouchers and Invoice Orders prepared, and payment made in accordance with the relevant GOJ policies and regulations. 
• Suppliers’ performance, capabilities, and the competitiveness of the prices investigated in accordance with the GOJ Procurement guidelines. 
• Records maintained in accordance with the GOJ RIM Policy and procedures.
• Goods and services procured in accordance with the Procurement Guidelines and with the FAA Act 
• Advances cleared within the specified timeframe 
• Goods delivered within the specified timeframe 
• Prepares and submits reports to the Office of Contractor General (OCG) quarterly in the agreed timeframe and format

EDUCATIONAL QUALIFICATION AND EXPERIENCE

• Diploma in Business Administration or Management Studies 
• Sound knowledge in Government Procurement Procedures and Financial Regulations
• Minimum of two (2) years’ experience in Procurement 
• Minimum of two (2) years’ experience in Administration 

OR 

• Certificate in Public Procurement/Public Administration 
• Minimum of three (3) years’ experience in Procurement 
• With at least two (2) years’ experience in Administration 

OR 

• MIND certification in Procurement and Supplies Management 
• Minimum of three (3) years’ experience in Procurement 
• With at least two (2) years’ experience in Administration 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Work will be conducted in an office outfitted with standard office equipment and specialized software. The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
• Maybe required to work beyond normal working hours at times. 
• May be required to travel locally to attend conferences, seminars and meetings.

AUTHORITY

• Nil 

Please note that we thank all for responding, but only short-listed applicants will be contacted.