Public Procurement Administrator

Job Purpose

Under the general supervision of the Director, Public Procurement, the Public Procurement Administrator is responsible for providing the necessary and complete secretarial/ administrative support to the Procurement Unit of the Jamaica Customs Agency. This includes first point of contact, time management, correspondence disposition, and resolution.

Key Responsibilities

• Coordinates reports on behalf of the Procurement Unit of the JCA:
  • Prepare reports for submission to the Ministry of Finance, Office of the Contractor General and the PPC.
  • Assist with the preparation of monthly report for submission
• Maintains an effective filing and documentation system that allows security and speedy retrieval of documents/correspondences/files/information in accordance with established standards.
• Processes incoming and outgoing correspondence in accordance with established procedures and checks email sent to the Unit and brings to the attention of relevant officers’, items which must be dealt with by them.
• Arrange and coordinate all meetings, conferences, seminars on behalf of the Director, Public Procurement:
• Arrange unit and Procurement Committee meetings
• Disseminate relevant documents for meetings
• Record and generate accurate and timely minutes for meetings
• Coordinates travel arrangements and prepares itinerary for local and overseas business trips.
• Manages the inventory and distribution of office supplies for the Unit.
• Provide receptionist/telephone services for the Director, Public Procurement as well as to answer the telephones and screen calls and direct callers to the appropriate person or use initiative to assist callers where possible.
• Responsible for organizing all purchasing orders and associated documentations:
• Ensure that all purchase requisitions and travel requisitions are channelled through the proper system before typing the purchase orders.
• Assist users with preparing purchase and travel requisitions correctly, by ensuring all necessary information for the processing of these documents are in place e.g. prices, quotations, necessary signatures are affixed. If necessary, return the purchase and/or travel requisition to originating department for authorized signature or other incomplete information that is required.
• Assist with compiling data to prepare purchase 0rders.
• Ensure that all Purchase Orders are typed.
• Assist to expedite movement of purchase orders from the Agency to the Suppliers.
• Communicate with all levels of staff regarding the movement of requisitions and purchase orders.
• Maintain proper records management for purchase requisitions, purchase orders, and C.O.D. letters.
• Prepare purchasing document for dispatch to suppliers, stamp, record and send purchase order requiring GCT exemption to GCT office.
• Ensure that copies of purchase requisitions are dispatched to the correct Department.
• Assist suppliers to locate invoices that have been submitted for payment.
• Prepare C.O.D. letters and uniform allowance letters, make records in the required books and take them to the relevant Accounts department.
• Follow up on C.O.D. letters, ascertain re-preparation of cheques and return the appropriate documents to the Accounts department when the goods are supplied, or the services are provided.
• Attend to the suppliers when they come to collect orders or make inquiries on reorders and orders that are not collected are dispatched by messenger or the post.
• Assist with taking information from Shipping Agents, receiving shipping documents from courier services, and delivering them to the Custom Broker.
• Receive cheque from the Accounts Department for overseas suppliers and send via courier service to the respective suppliers or contact the persons requesting the information as to the means by which suppliers are to get orders and cheques.
• Perform other similar and related tasks as required.

Customer Service Responsibilities

• Maintains customer service principles, standards and measurements.
• Identifies and incorporates the interests and needs of customers in business process design.
• Ensures critical success factors are identified and meets expectations.

Other Responsibilities

• Performs all other similar duties and functions assigned by the Director, Public Procurement.

PERFORMANCE STANDARDS

• Office is organized and supplied with essential office materials and services to ensure effective and efficient functioning.
• Appointments, meetings, seminars, and conferences are scheduled, and relevant documentation provided in accordance with established standards and within agreed timeframes.
• Document and information management system for the office are maintained and files are accessed with ease.
• Administrative letters, reports, circulars, minutes, and other correspondence are typed in the approved format, as directed, and submitted in a timely manner.
• Purchase orders are correctly typed & dispatched.
• Seminars, conferences, and meetings are well organized and within budget.
• Diary, travel, and itinerary fully organized.
• Internal communication is fully facilitated.
• Reproduction and administrative support services are efficiently provided.
• Appropriate reception, interface and response to queries and routine maters are provided to internal and external customers of the JCA in a timely manner using effective communication technique.
• Key deliverables are produced within the established timeframes.
• Relevant Government Public Procurement guidelines, standards and Agency policies and procedures adhered to.
• Confidentiality, integrity, and professionalism displayed in the delivery of duties and interaction with staff.

Required Competencies

• Sophisticated telephone skills, positive energy, and attention to detail.
• Expert level written and verbal communication skills, with good command of the English Language.
• Strong customer relations and interpersonal skills with the ability to establish and maintain cooperative and productive working relationship with management, staff, and stakeholders.
• Ability to work as part of a team and is cooperative.
• Ability to meet deadlines and work effectively under pressure.
• Good organizational, planning and time management skills.
• Good decision-making and problem-solving skills.
• Strong resourcefulness skills and the ability to take own initiative and be a self-starter.
• High level of professionalism, integrity, diplomacy, and confidentiality.

Technical

• Highly proficient in relevant computer applications such as MS Excel, MS PowerPoint, MS Word, and Report Writing.
• Good knowledge of the Government Public Procurement Act 2015 and Regulations
• Good knowledge of the Finance, Administration and Audit (FAA) Act
• Good knowledge of Procurement Guidelines.

Minimum Required Education and Experience

• Diploma in Business Administration/Management Studies/Accounting or any other related field
• At least 1 year(s) of working experience in the related field

Special Conditions Associated with The Job

• Work will be conducted in various office outfitted with standard office equipment and specialized software.
• Participation in retreats/meetings outside of normal working hours may be required from time to time.
• Involves working in a fast-paced environment with on-going interactions with staff and stakeholders.