Public Procurement Administration (GMG/AM 2)

Key Responsibilities

• Co-ordinates reports on behalf of the Organization by: 
  • Preparing reports for submission to the Ministry of Finance and the Public Service, Office of the Contractor General and the PPC; 
  • Assists with the preparation of monthly report for submission; 
• Maintains records in accordance with the FAA Act, etc, by: 
  • Organizing and maintain filing system; 
  • Maintaining correspondence loggings system; 
• Disseminates, in a timely manner, all incoming and outgoing correspondences; 
• Co-ordinates meetings, including: 
  • Arranging Department and Procurement Committee Meetings; 
  • Disseminating relevant documents for meetings; 
  • Recording and generates accurate and timely Minutes for meetings; 
• Makes travel arrangements for Ministry’s Officers; 
• Organizes all purchasing documents; 
• Ensures that all Purchase Requisitions and Travel Requisitions are channeled through the proper system, before typing the purchase orders; 
• Ensures all necessary information for the processing of Purchase Requisitions and Travel Requisitions are in place, e.g. prices, quotations, necessary signatures are affixed. If necessary, return to originating department of Purchase Requisition for authorized signature or other information required; 
• Assists with compiling data to prepare Purchase Orders; 
• Ensures that all Purchase Orders are typed; 
• Assists in expediting movement of purchase orders from the Ministry to the Suppliers; 
• Communicates with all levels of staff regarding the movement of Requisitions and Purchase Orders; 
• Assists users with preparing Purchase Requisitions correctly; 
• Maintains proper records management for Purchase Requisitions, Purchase Orders and C.O.D. letters; 
• Prepares Purchasing Document for dispatch to suppliers; stamps, records and sends Purchase Order requiring GCT exemption to GCT office; 
• Ensures that copies of Purchase Requisitions are dispatched to the correct Department;
• Assists suppliers to locate invoices that have been submitted for payment; 
• Prepares C.O.D. letters and uniform allowance letters, makes records in the required books and takes them to the relevant Accounts Department; 
• Follows up on C.O.D. letters, ascertains re-preparation of cheques and returns the appropriate documents to the Accounts Department when the goods are supplied, or the services are provided; 
• Answers the telephones and screens calls and directs callers to the appropriate person or uses initiative to assist callers, where possible; 
• Attends to the suppliers when they come to collect orders or make inquiries regarding and orders that are not collected or dispatched by messenger or the post; 
• Assists with taking information from Shipping Agents, receiving shipping documents from courier services and delivering them to the Custom Broker; 
• Receives cheque from the Accounts Department for overseas suppliers and sends via courier service to the respective suppliers, or makes contact with the persons requesting the information, as to the means by which suppliers are to get orders and cheques; 
• Performs any other related duties that may be assigned by the Director, Public Procurement from time to time. 

Required knowledge, Skills and Competencies

• Excellent oral and written communication skills 
• Good interpersonal skills 
• Excellent customer relations and quality focus skills 
• Good planning and organizing skills 
• High degree of integrity and diplomacy 
• Excellent time management skills 

Minimum Required Qualification and Experience

• Diploma in Business Administration/Management Studies/Accounting or any other related field; 
• One (1) year of working experience in the related field. 

Please note that only short-listed applicants will be contacted.