Job Purpose
Reporting to the Corporate Services Director, the Head, Procurement will be responsible for developing, guiding and implementing the organization’s procurement policies in accordance with the relevant government regulations while simultaneously ensuring that the needs of the Bureau are met in an economical and timely manner.
Major Duties and Responsibilities:
Management and Administrative
- Ensures that procurement practices conform with all relevant legislation, regulations and guidelines
- Participates in the development of the strategic plan
- Assists in the development and implementation of the procurement plans and budgets across the organization
- Provides technical advice to the Corporate Services Director, as well as other relevant personnel on procurement matters.
- Ensures that current procurement policies and procedures are provided to the relevant personnel on a timely basis.
- Facilitates timely meetings of the Procurement Committee to consider submissions.
- Represents the Bureau at local and international meetings, conferences and other fora as required.
- Ensures effective collaboration with Ministries, public and private sector agencies where necessary to facilitate the procurement work of the Bureau.
- Prepares and submits reports as required and ensures timely submission of all documents/information relating to procurement requested from the Divisions, Departments and Units.
Technical/Professional responsibilities
- Acts as eProcurement Co-coordinator and Lead Evaluator;
- Co-ordinates and conducts procurement compliance reviews;
- Co-ordinates and conducts procurement training seminars/workshops for the Organization;
- Co-ordinates and reviews reports for submission to the MOFPS, OCG, PPC and Cabinet;
- Ensures that Tender documents are prepared in accordance with GOJ standards and are disseminated timely and accurately;
- Monitors the Organization’s Procurement activities to ensure conformity to the Procurement Plan;
- Oversees the Contract Award process;
- Oversees the tendering process;
- Provides advice on Public Procurement matters to officers;
- Reviews and approves contract award recommendations within the specified threshold;
- Reviews procedure for the Procurement of works, goods and services carried out by the Organization;
- Provides the Finance and Accounts Branch with the necessary assistance and information as it relates to the preparation of cheques for payments and reconciliation of accounts;
- Manages, monitors and controls the procurement of goods and services and ensures that the objectives and basic principles of the Procurement Guidelines and procedures are complied with;
- Procures goods and services on a competitive basis without compromising quality and ensures proper storage;
- Monitors the issuing of Purchase Orders and follows up for receipt/delivery of goods and/or services;
- Prepares Budget for the Branch;
- Certifies all invoices, Payment Orders and Commitment Vouchers prior to submitting to the Finance and Accounts Branch;
- Acquires Clearance Letters from National Insurance Scheme (NIS), National Housing Trust (NHT) and Tax Compliance Certificate (TCC) from the Tax Administration Jamaica (TAJ) for the Organization to be exempted from these taxes;
- Ensures that funds are allocated to meet the expenditure for goods prior to placement of orders and ensures that the Procurement practices conform to the Procurement guidelines of the FAA Act;
- Monitors and maintains contacts in the commodity market to keep abreast of price movements, technological improvement and changes to ensure that orders for supplies are procured in the most efficient and economic manner;
- Informs the relevant offices of changes in the Government Procurement guidelines and procedures and ensures implementation is effected within the Division;
- Liaises with representatives of Funding Agencies and Government Departments on matters relating to purchases and external payments for goods to ensure that established guidelines, rules and regulations are adhered to;
- Assists Directors in developing guidelines for establishing priorities in the allocations of resources;
- Liaises with customs brokers to ensure that imported goods are cleared from wharves and airports in time and in accordance with established GoJ regulations;
- Prepares and submits reports to the Ministry of Finance and the Public Service for all goods purchased by the Division inclusive of cost and locations supplied;
- Monitors orders and re-orders levels in order to minimize incidence of extravagance and waste;
- Chairs Tender Opening exercises conducted at the Division;
- Participates in the evaluation of Tenders.
- Creates the planning framework to support the Bureau’s procurement functions ensuring consistency with other management processes such as performance management and management reporting.
- Leads the development of the Bureau’s procurement plan ensuring consistency with the Bureau’s mandate and the government’s strategic policy direction.
- Oversees the assessment of procurement submissions for committee meetings for conformity with established policies, directives, and procedures.
- Provides technical assistance to department/divisional heads with the preparation of submissions for Procurement Committee, Ministry of Industry Investment and Commerce, National Contracts Commission and Office of the Cabinet.
- Act as main liaison with the Office of the Contractor General
Human Resource Management
- Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends and/or initiates corrective action where necessary to improve performance and/or attaining established personal and/or organisational goals.
- Participates in the recruitment of staff for the Unit and recommends transfer, promotion, termination and leave in accordance with established human resource policies and procedures.
- In collaboration with the Human Resource Department, develops and implements a succession planning programme for the Unit to facilitate continuity and the availability of required skills and competencies to meet the needs of the Division
- Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching.
- Ensures the welfare and developmental needs of staff in the Unit are clearly identified and addressed
- Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Unit’s and by extension, the Bureau’s goals.
Other
- Keeps abreast of trends and changes in procurement and makes recommendations for their adoption where necessary to enhance the Bureau’s procurement functions.
- Participates/Leads in internal cross functional teams to achieve procurement objectives as required.
- Such other duties and responsibilities as may be determined by the Manager, from time to time.
Minimum Educational Requirements:
- A master’s degree in business, Management, Finance and Accounts.
- Bachelor’s degree in one of the following disciplines Public Administration, Public Sector Management or Business Administration.
- Training and Certification in GOJ Public Procurement Guidelines, Procedures and Practices
Experience:
- At least three years’ experience working in a similar capacity within the public sector.
- At least three years’ experience in procurement planning at a senior level in a medium to large public or private sector institution
Knowledge, Skills and Abilities:
- Strong leadership skills
- Comprehensive Knowledge of the Public Bodies Management and Accountability Act
- Good interpersonal and people management skills
- Sound knowledge of government procurement guidelines
- Sound knowledge of procurement planning
- Excellent communication skills
- Excellent planning and organizing skills
- Proficiency in the use of relevant computer applications (Microsoft Office Suite)
Please note that while we appreciate all applications, only shortlisted applicants will be contacted
