Senior Public Procurement Officer

Job Purpose

Under the direct supervision of the Director, Public Procurement, the Senior Public Procurement Officer is mandated to conduct the necessary market research and draft solicitation documents and seek the necessary internal and external approval for procurement activities between the Tier I, II & III threshold relating to the procurement of goods, services and works requested by the various divisions, branches, sections and units within the Jamaica Customs Agency.

Key Responsibilities

Technical/Professional Responsibilities

• Prepare contracts for goods/services/works procured
• Coordinate public procurement tender closing and opening exercise.
• Draft and submit tender evaluation reports for review.
• Assess quotations within threshold and make recommendations for award.
• Prepare addenda to tender documents.
• Draft and submit all tender reports for submission to the Procurement Committee, PPC Sector Committee, Contracts Committee and OPM.
• Provide advice to the Director, Public Procurement and/or the Senior Director, Finance & Administration on suppliers’ reliability/suitable and performance.
• Provide guidance to internal/external customer on the Agency’s procurement policies and procedures.
• Ensure that electronic payment and withhold tax certificates are received by suppliers once goods are received in good condition and services rendered satisfactorily and according to purchase order.
• Ensure that invoices are received from suppliers and the appropriate programme manager have signed “Goods received, or Services rendered” where applicable.
• Ensure that procurement practices conform with the Financial Audit Act, Government Procurement Guidelines and other relevant laws, acts, and legislations.
• Liaise with the Finance to ensure that supplier’s invoices are paid in a timely manner.

Management/Administrative

• Monitor and assist with the preparation of Procurement Plans.
• Provide leadership for recurrent, low value, high usage Procurement Activities
• Maintain database with current cost and location of goods, works, and services and establish links with other databases in other government agencies and departments.
• Establish/maintain/manage relationships with suppliers including soliciting and negotiating quotes to obtain best prices and value for money; maintaining continuous communication with suppliers including order confirmation, following-up on deliveries and communicating delivery, quality and shelf-life problems with the suppliers as they arise.
• Liaise with Finance & Administration Division to ensure compliance with contract conditions for payments and other procurement guidelines.
• Maintain data file with Government of Jamaica Procurement Procedures.
• Provide liaison services between the PPC, the Ministry of Finance, Office of the Prime Minister and the JCA representatives.
• Keep abreast and track the procurement process of each submission from preparation of Tender Reports to job completion and Contract termination.
• Advise, support, and assist team members on all aspects of the procurement process and procedures.
• Ensure that Procurement Committee submission requirements are adhered to, and that proper documentation in respect of received Bids/Proposals is maintained.
• Assist the Director, Public Procurement to set priorities and to formulate procedures.
• Advise on the reliability and performance of suppliers.
• Attend Procurement and Contracts Committee meetings in the absence of the Director, Public Procurement.

Customer Service Responsibilities

• Maintain customer service principles, standards, and measurements and ensure the values of the Agency are upheld and maintained at all times.

Other Responsibilities

• Perform all other duties and functions as may be incidental or related to the functions and responsibilities of the job.
• May be required to provide indirect supervision of Public Procurement Officers whenever the Director, Public Procurement is indisposed
• Comply with Occupational Health & Safety Policies & Procedures.

Required Competencies

Core

• Excellent negotiation, oral and written communication skills.
• Strong analytical skills and the ability to undertake complex analysis and price comparisons of multiple vendor quotes/bids as required.
• Sound financial management and cost containment skills with the ability to create financial reports and conduct cost analyses.
• Ability to work on own initiative and think strategically.
• Keen attention to details
• High level of professionalism, integrity, and confidentiality.
• Ability to work as an organized team player.
• Strong customer relations and interpersonal skills.
• Good planning, time management and organizational skills.

Technical

• Good knowledge of the stipulations of the FAA Act.
• Good knowledge of the Agency’s Policies, Practices and Procedures.
• Good knowledge of Government Procurement Guidelines
• Competence in Microsoft Office applications particularly MS Word and MS Excel

Minimum Required Education and Experience

• Bachelor's Degree in Management Studies, Accounting, Business Administration, Public Administration, Public Sector Management, Economics or any other related field
• Certificate in Public Procurement: UNDP/CIPS Level 2 or INPRI Level 3 and MIND
• Three (3) years’ experience in related field

OR

• ACCA Level 2
• Certificate in Public Procurement: UNDP/CIPS Level 2 or INPRI Level 3 and MIND
• Three (3) years’ experience in related field

OR

• Diploma in Business Administration, Accounting or any other related field
• Certificate in Public Procurement: UNDP/CIPS Level 2 or INPRI Level 3 and MIND
• Five (5) years’ experience in related field

Special Conditions Associated with The Job

• Work will be conducted in an office equipped with standard office equipment and specialized software.
• 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.
• Required to travel periodically to oversee site visits and other activities.
• Physically capable and available to work overtime including weekends, public holidays, and evenings.