Public Procurement Administrator (GMG/AM 2)

Key Responsibilities

Technical/Professional: 

• Co-ordinates reports on behalf of the organization: Prepares reports for submission to the Ministry of Finance, 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.; 
• Organizes and maintains filing system. Maintains correspondence logging system;
• Disseminates, in a timely manner, all incoming and outgoing correspondences
• Co-ordinates meetings, arranges Department and Procurement Committee meetings;
• Disseminates relevant documents for meetings. Records and generates accurate and timely Minutes for meetings; 
• Makes travel arrangements for organization 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 the 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 to expedite movement of purchase orders from the hospital 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 return 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; 
• 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 from time to time by the Head of the Branch. 

Required Knowledge, Skills and Competencies

• Excellent oral and written communication skills 
• Sound interpersonal skills 
• Good organizational skills 
• Ability to take own initiative and be a self-starter 
• Ability to maintain confidentiality 
• Competent in MS Excel, MS PowerPoint, MS Word and Report Writing
• Good command of the English language 
• High degree of integrity and diplomacy 

Minimum Required Qualification and Experience

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

Please note that only shortlisted applicants will be contacted.