Senior Public Procurement Officer (GMG/SEG 1)

Key Responsibilities

Management/Administrative: 

• Prepares contracts; 
• Co-ordinates Public Procurement Tender Closing and Opening Exercise; 
• Reviews Tender Evaluation Reports; 
• Assesses quotations and makes recommendation for award; 
• Prepares addenda to Tender documents; 
• Ensures that all organization contracts are reviewed by the Legal Department; 
• Maintains Contract Register; 
• Prepares Procurement Plans for the organization; 
• Maintains database with current cost and location of goods, works and services, and establishes links with ones in other Government Agencies; 
• Assists with negotiations with suppliers/contractors to obtain best prices and value for money;
• Liaises with Finance Division to ensure compliance with contract conditions for payments and other procurement guidelines; 
• Maintains data file with Government of Jamaica Procurement Procedures; 
• Provides liaison services between the PPC, the Ministry of Finance and the Public Service, Office of the Prime Ministers and organization representatives; 
• Reviews all tender reports for submission to the Procurement Committee, organization Sector Committee, Contracts Committee and OPM; 
• Keeps track of the Procurement process of each submission, from preparation of Tender Reports to job completion and Contract termination; 
• Advises, supports and assists employees on all aspects of the procurement process and procedures; 
• Ensures that Procurement Committee and organization Sector Committee submission requirements are adhered to, and that proper documentation in respect of received Bids/Proposals is maintain; 
• Assists the Director, Procurement to set priorities and to formulate procedures; 
• Advices the Director, Procurement or Director, Administration and Property Management on suppliers reliability/suitable and performance; 
• Attends meetings of Procurement and Contracts Committee in the absence of the Director, Procurement; 
• Provides guidance to Internal/External customer on the Ministry's procurement policies and procedures; 
• Develops priority settings for the client; 
• Ensures that cheques and withhold tax certificates are collected by the supplier, once goods are received in good condition and according to purchase order; 
• Ensures that invoices are received from suppliers and the appropriate programme managers have signed "Goods received or Services rendered"; 
• Ensures that procurement practices conform with the relevant Acts; 
• Liaises with the Accounts and Finance Department to ensure that supplier's invoices are paid in a timely manner; 
• Establishes and maintains an inventory listing of equipment bought, etc.; 
• Advises on the reliability and performance of suppliers; 
• Performs any other duties, as directed by the Head of the Division. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Ability to work as a team 
• Ability to work on own initiative 
• Good interpersonal skills 

Technical: 

• Good knowledge of the stipulations of the FAA Act 
• Good knowledge of the Ministry's Policies, Practices and Procedures. 
• Good knowledge of the Procurement Guidelines 
• Proficiency in the relevant computer applications. 

Minimum Required Qualification and Experience

• Bachelor's Degree: 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 Experience in related field: 3 years. 

OR 

• ACCA Level 2; 
• Certificate in Public Procurement: UNDP/CIPS Level 2 or INPRI Level 3 and Experience in related field: 3 years. 

OR 

• Diploma in Business Administration, Accounting or any other related field;
• Certificate in Public Procurement: UNDP/CIPS Level 2 or INPRI Level 3 and Experience in related field: 5 years. 

Special 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 weekends. 

Please note that only shortlisted applicants will be contacted.