Senior Public Procurement Officer

JOB PURPOSE

To coordinate and conduct the procurement of goods, services and works requested by Tax Administration Jamaica (TAJ) in accordance with the Government of Jamaica Public Procurement Act, 2015, Public Procurement Regulations, 2018 and the Financial Administration and Audit (FAA) Act; draft and amend reoccurring Contracts and Lease Agreements and submits to Legal Support Division for review on behalf of the Authority. 

KEY OUTPUTS

• Contracts and/or Lease Agreements drafted, amended, and submitted;
• Bid/Tender Process coordinated; 
• Procurement Plan prepared and submitted; 
• Procurement Price Directory updated; 
• Payment requests and invoice/purchase orders reviewed and submitted;
• Goods, services and works procured; 
• Site visits and inspections conducted; 
• Reports prepared and submitted. 

KEY RESPONSIBILITY AREAS

Technical and Professional Duties 

• Prepares and submits Procurement Plan for the organization; 
• Prepares Contracts for goods, services and works procured for TAJ;
• Prepares and submits request for the procurement of goods, services and works;
• Coordinates public procurement bid/tender management process;
• Reviews bid/tender evaluation reports; 
• Prepares quarterly Contracts Award Report to be submitted to the Contractor General’s Office (QCA Report); 
• Assesses quotations and make recommendation for award; 
• Clear advances by contacting advancees and confirming the satisfactory receipt of goods, services and works and providing updates to TAJ’s Finance and Accounts Unit; 
• Prepares cost overruns/variation reports for the Integrity Commission;
• Prepares addenda to tender documents and uploads to E-Procurement Portal (GoJEP);
• Prepares all contracts for submission to the Legal Division. 
• Assists with negotiations with Suppliers/Contractors to obtain best prices and value for money; 
• Liaises with Finance and Accounts Branch to ensure compliance with Contract conditions for payments and other procurement guidelines; 
• Maintains data file with Government of Jamaica Procurement Procedures and disseminates to Public Procurement team; 
• Provides liaison services between the Public Procurement Commission (PPC), the Ministry of Finance and the Public Service, and the Cabinet Office; 
• Keeps track of the Procurement process of each submission from preparation of Bid/Tender Reports to job completion and Contract termination; 
• Advises, supports and assists employees on all aspects of the procurement process and procedures; 
• Provides guidance to internal/external customer on TAJ’s procurement policies and procedures; 
• Ensures that the Procurement Committee and the Specialist Sector Committees submission requirements are adhered to, and that proper documentation in respect of Bids and Proposals received are maintained; 
• Advises the Manager, Public Procurement on Suppliers’ reliability/suitability and performance to determine business continuity; 
• Attends Procurement and Evaluation Committee meetings, and conducts site visits and inspections as required; 
• Ensures that invoices are received from Suppliers and Contractors and the appropriate Heads of Sections/Units signs “Goods received, Services rendered, or Works satisfactorily done”; 
• Ensures that procurement practices conform with the relevant Acts, regulations and guidelines ; 
• Liaises with TAJ’s Finance and Accounts Branch to ensure that Supplier’s/Contractor’s invoices are paid in a timely manner; 
• Maintains a performance rating data base for Suppliers/Contractors;
• Authorizes purchase orders for goods, services and works; 
• Ensures Advances are cleared and goods requested are delivered;
• Prepares and/or amends Contracts and Lease Agreements and submits to Legal Support Division for review; 
• Prepares Bid/Tender Notices and coordinates online procurement tenders;
• Prepares Bid Documents, ensuring all criteria are met to establish eligibility of each Vendor; 
• Liaises with Customs Brokers for the timely clearance of international goods;
• Supports the identification and management of risks within the organization and by extension the respective area of work; 
• Performs any other related duties assigned by the Manager, Public Procurement. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• Contracts and/or Lease Agreements are drafted, amended, and submitted within the stipulated guidelines and timeframe; 
• Tender Process is coordinated within the stipulated guidelines; 
• Procurement Plan is prepared and submitted in keeping with established standards and/or guidelines; 
• Procurement Price Directory is updated within the stipulated timeframe;
• Payment requests and invoice/payment orders are reviewed and submitted in accordance with the specified guidelines and submitted within the required timeline; 
• Goods, services and works are procured in accordance with the stipulated guidelines and established standards; 
• Site visits and inspections are conducted within the agreed upon timeframe and in accordance with stipulated guidelines; 
• Reports are prepared and submitted within the established standards and agreed timelines. 

AUTHORITY TO:

• Sign-off on payment requests; 
• Make contact with Supplier/Contractor concerning goods, services and works;
• Reject quotations if they are not in keeping with policies and procedures;
• Reject evaluation reports and requests for re-evaluation; 
• Sign-off on services that have been satisfactorily rendered; 
• Upload Bid documents and Tender Addenda; 
• Request commitment for purchase of goods, services and works. 

REQUIRED COMPETENCES

Specific Knowledge 

• Excellent knowledge of the Government Public Procurement Act, 2015 and Regulations, 2018; 
• Good knowledge of the stipulations of the FAA Act; 
• Good knowledge of the Tax Administration Jamaica (TAJ) Policies, practices and procedures; 
• Good knowledge of the Procurement Guidelines; 
• Knowledge of the GCT Act; 
• Proficiency in the relevant computer applications to include GoJEP/GFMIS. 

Required Skills and Specialized Techniques 

• Excellent analytical, research and negotiating skills; 
• Excellent communication, interpersonal and team skills; 
• Excellent time management skills; 
• Very good client relations skills; 
• Ability to take initiative and work independently; 
• Keen eye for detail. 

Qualification and Experience 

• Bachelor’s Degree: Management Studies, Accounting, Business Administration, Public Administration, Public Sector Management, Economics or any other related field; 
• Certification in Public Procurement: UNDP/CIPS Level 2 or INPRI Level 3;
• Four years’ experience in related field. 

OR 

• ACCA Level 2; 
• Certification in Public Procurement: UNDP/CIPS Level 2 or INPRI Level 3;
• Four years’ experience in related field. 

WORKING CONDITIONS

• Normal office environment; 
• Required to meet numerous deadlines; 
• May be required to work beyond normal working hours, weekends, and public holidays; 
• Moderate stress level; 
• Travel (30% – 40%).

While we thank all applicants for their interest, only short-listed candidates will be contacted.