Public Procurement Officer (GMG/AM 3)

Key Output:

• Goods and services purchased; 
• Requisition prepared; 
• Purchasing records maintained; 
• Inventory records maintained; 
• Inventory re-order levels established; 
• Supplier listing maintained. 

Key Responsibility Areas:

To make the necessary arrangements for the purchasing and delivery of goods and services on behalf of the Ministry. 

• Request quotations from suppliers for goods and services required and compiles responses for analysis; 
• Assist in the evaluation of quotations received; 
• Investigate, compare and assist, as necessary in the negotiation of purchasing agreements, credit arrangement and service contracts and ensure adherence to the time of the service contracts; 
• Liaise with the Accounts Branch to ensure that payments are made to suppliers in a timely manner; 
• Monitor re-order levels and arrange for stocktaking at appropriate intervals; Co-ordinate the purchasing of supplies for official functions organized by the Ministry; 

To maintain accurate inventory levels of goods as well as purchasing records.

• Continuously consult National Contracts Committee listing of qualified suppliers;
• Maintain inventory at the most cost-effective levels; 
• Establish just in time purchasing/delivery systems, where necessary; 
• Maintain an accurate register of all purchases of goods and services; 
• Place orders for diaries (for the coming year) at least three (3) months in advance;
• Ensure that all items issued are recorded and signed for and stock levels are reflected in the issuing of diaries are in keeping with actual count; 
• Provide accurate and detailed reports on stock levels to management. 

To co-ordinate official travel arrangements for senior officers of the Ministry.

• Contact travel agency to make reservation/confirmation booking for officers travelling overseas on official business; 
• Arrange for tickets to be collected in a timely manner; 
• Procure foreign currency for officers travelling on official business.

OTHER DUTIES AND RESPONSIBILITIES 

• Maintains effective working relationships with external and internal stakeholders and ensure that a consistently high level of service is provided to them 
• Attends meetings of Procurement and Contracts Committees on behalf of the Branch Performs any other related duties as directed 

Performance Standards:

• Quality of goods and services purchased; 
• The extent to which procurement policies/procedures are adhered to; 
• Timeliness and accuracy of inventory levels of goods; 
• Accuracy of purchasing records; 
• Quality of relationship with internal and external clients; 
• Reports meet quality standards and produced within agreed time frame; 
• Confidentiality, integrity and sensitivity displayed in the execution of duties.

Required Competencies:

Core Competencies 

• Adaptability 
• Compliance 
• Customer and Quality Focus 
• Initiative 
• Integrity 
• Interpersonal 
• Oral Communication 
• Team Work & Cooperation 
• Time Management 
• Written Communication 

Technical/Functional Competencies

• Accountability 
• Attention to Detail 
• Goal/Results Oriented 
• Methodical 
• Planning and Organising 
• Problem Solving and Decision-making 
• Procurement 
• Resilience 
• Stress Tolerance 
• Technical Skills 
• Use and Application of Technology 

Key Competencies

• Good knowledge of government’s procurement policies and procedures
• Good knowledge in purchasing and inventory management
• Working knowledge of the FAA Act

Minimum Required Education and Experience

• A Diploma in Management Studies, Business Administration or any other equivalent qualifications. 
• At least two (2) years’ experience in purchasing in the government service. 

Authority:

• Negotiate contracts within established limits for goods and services 
• Certifies suppliers’ invoices for payment 
• Recommend purchasing policies and procedures 
• Recommend acceptance or rejection of suppliers’ proposals 
• Recommend termination of suppliers’ contract 
• Prevent overlapping of contracts. 

Specific Conditions associated with the job

• Visit suppliers to determine the quality of goods to be procured 
• May be required to work beyond normal working hours and on week ends

The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.