Public Procurement Officer (GMG/AM 3)

Summary

Under the supervision of the Director, Public Procurement, the Public Procurement Officer, is primarily responsible for assisting in the execution of procedures for the timely and cost-effective procurement of goods and services on behalf of the Ministry of Justice in accordance with policies and legal requirements. 💰Salary: $2,190,302 - $2,945,712 per annum.

Responsibilities

• Key Outputs:

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

• 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:

  • • 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

• 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.

Required Skills

• Core:

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

• Technical/Functional:

  • • Accountability
  • • Analytical thinking
  • • Attention to Detail
  • • Coaching and Mentoring
  • • Contract Administration
  • • Cost Management and Estimation
  • • Goal/Results Oriented
  • • Methodical
  • • Planning and Organising
  • • Presentation and Reporting
  • • Problem Solving and Decision-making
  • • Resilience
  • • Stress Tolerance
  • • Technical Skills
  • • Use and Application of Technology

• Other:

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

Qualifications

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

Additional Information and Instructions

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

Kindly submit cover letter and resume along with the name, telephone number and email address of two (2) references, one must be a former/current supervisor no later than Friday, January 17, 2025 to: Senior Director, Human Resource Management and Development Ministry of Justice 61 Constant Spring Road, Kingston 10 Email: careers@moj.gov.jm or via Website: moj.gov.jm/careers/apply ⭐ You can click the apply link on this page to apply directly The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted. Specific Essential Conditions associated with the job:

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