Senior Procurement Officer

Job Purpose

Under the general direction of the Director, Finance and Administration, the Senior Public Procurement Officer is responsible for co-ordinating the procurement processes required for the acquisition of goods and services essential for the operation of the IFC. The incumbent will ensure that all procurements are conducted in accordance with the Government of Jamaica procurement guidelines and procedures (Public Procurement Act 2015). 

Key Responsibilities

Technical/Professional: 

• Prepares tender notices and advertisements; 
• Prepares RFQ for goods, general services and minor works; 
• Obtains quotations/tenders from appropriately qualified suppliers; 
• Represents IFC at Tender closing and opening exercises, as Tender Officer;
• Maintains Procurement records in good order to facilitate audit and other reviews;
• Prepares Quarterly Contracts Award report to be submitted to the Contractor General’s Office (QCA Report); 
• Maintains a database of all bonds and insurances and ensures that they are current at all times, and takes responsibility for the safe keeping and return of all relevant documents;
• Prepares and reviews technical specifications in collaboration with stakeholders, refining terms of reference (ToR) and preparing request for proposals (REP) and bidding documents;
• Reviews and evaluates proposals and bids received and assists with the process of engaging consultants and suppliers; 
• Prepares and reviews TORs and bidding documents for all required procurement activities;
• Liaises with relevant departments and stakeholders to have RFPs and bidding documents prepared, approved and issued in a timely manner, according to the approved budget;
• Manages the advertising process for procurements, procurement correspondence, bid receipt and bid opening, in strict accordance with mandated procurement procedures;
• Maintains procurement filing system in a systematic manner; 
• Receives, compiles and processes purchase requisition forms for all departments for the procurement of goods; 
• Maintains a list of vendors and contractors supplying various items and services;
• Liaises with service contractors to ensure that service to office equipment is being affected as agreed; 
• Develops, implements and monitors measurement tools to accurately gauge vendor’s performance (quality, delivery times, etc.) and communicates results internally and externally as necessary; 
• Checks invoices to ensure correct price, follows through to ensure that materials ordered have been received, examine the condition of materials received, and recommends invoices for payment;
• Maintains procurement records such as items or services purchased, costs, delivery, product quality or performance and inventories, compiling data on these for internal monthly reports;
• Ensures all completed Purchase Orders are taken to the general consumption tax office to be zero-rated; 
• Monitors and reports the procurement implementation status and progress as required;
• Follows up with relevant government agencies to obtain the approval of proposed contract awards in a timely manner; 
• Prepares reports of and for procurement meetings; 
• Remains aware of relevant Public Procurement trends and issues to ensure alignment with recommended changes/modifications to achieve better practice and strategic objectives. 

Management/Administrative: 

• Participates in the development of the IFC’s Corporate/Operational Plans, Budget and Individual Work Plans; 
• Prepares reports to the Commissioner and other relevant stakeholders; 
• Represents IFC at meetings, conferences, workshops and seminars; 
• Maintains customer service principles, standards and measurements. 

Human Resources: 

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the organization’s goals. 
• Performs all other related duties and functions as may be required from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills 
• Customer & quality focus 
• Teamwork & co-operation 
• Integrity 
• Compliance 
• Interpersonal skills 
• Change Management 

Technical: 

• Strong customer service focus and commitment to providing quality customer service with demonstrated ability to relate to people from various backgrounds; 
• Extensive knowledge of Government Procurement guidelines and procedures;
• Excellent knowledge of contract administration; 
• Ability to research and evaluate technical proposals and recommend contracts for award;
• Knowledge of Office Management principles, practices and procedures; 
• Excellent knowledge of accounting practices as applied to procurement procedures;
• Aptitude for developing and maintaining collaborative relations with team members both within and outside the IFC; 
• Knowledge of computerized systems and software, with an emphasis on the MS Office Suite and Projects 

Minimum Required Qualification and Experience

• Bachelor’s Degree In Public Administration/Management Studies/Accounting or any other related field, or 
• NVQJ Level 5; 
• Public Sector Procurement Certification Series – INPRI Jamaica; 
• Two (2) years’ related experience 

Special Conditions Associated with the Job

• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
• May be required to travel locally and internationally to attend conferences, seminars and meetings.

Please note that only shortlisted applicants will be contacted.