Senior Public Procurement Officer (GMG/SEG 1)

Summary

Under the direct supervision of the Director 3 – Public Procurement, the Senior Public Procurement Officer researches information on prices and procures goods and services requested by the various departments. 💰Salary range $3,501,526 to $4,709,163 JMD per annum

Responsibilities

• • Prepares contracts.
• • Coordinates public procurement tender opening and closing exercises
• • Drafts Terms of References (TOR), Request for Proposals (RFP) and standard bidding documents
• • Prepares addenda to tender documents
• • Reviews tender evaluation reports
• • Ensures that all Ministry contracts are reviewed by the Legal Department
• • Assesses quotations and makes recommendations for award
• • Assists with negotiations suppliers/contractors to obtain best prices and value for money
• • Maintains contract register and updates PO listing/register
• • Liaises with stores to maintain reorder levels
• • Liaises with Finance and Accounts Division to ensure compliance with contract conditions for payments and other procurement guidelines
• • Liaises with suppliers and assists in resolving discrepancies on a timely basis
• • Assists with preparation and presentation of recommendations to the Procurement Committee
• • Maintains data file with Government of Jamaica Procurement Procedures
• • Prepares Purchase Orders
• • Prepares contracts for each procurement submissions
• • Prepares contract award letters
• • Uploads tender on GOJ Electronic Portal
• • Reviews and prepares all tender reports and make presentations to Procurement Committee, MOF&PS 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
• • 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 procurement Act
• • Provides Administrative support to the Procurement Committee and MOF&PS Sector Committees to ensure that submission requirements are adhered to, and that proper documentation in respect of received Bids/Proposals is maintained
• • Conducts quality assurance checks
• • Provides advise, support, guidance and assistance to both internal and external customers on all aspects of the procurement process and procedures
• • Assists the Director, Procurement to set priorities and to formulate procedures
• • Advices the Director, Procurement or Deputy Financial Secretary , Corporate Planning and Administration on suppliers reliability/ suitability and performance
• • Conducts market research to ensure suppliers eligibility
• • Prepares monthly reports
• • Liaises with the Finance and Accounts Division to ensure that suppliers’ invoices are paid in a timely manner
• • Establishes and maintains and inventory listing of equipment bought etc.

• Other Duties and Responsibilities:

  • • 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

Required Skills

• • Planning, and Organizing – Good planning and organizing skills
• • Negotiation – Excellent negotiation skills
• • Communication – Excellent oral and written communication skills
• • Interpersonal Skills – Good interpersonal skills
• • Integrity and Ethics – High integrity and ethics
• • Initiative – Ability to exercise initiative
• • Quality of Output – High quality of output
• • Customer Relations – Maintain internal and external customer relations.
• • Sound knowledge of government’s procurement policies and procedures;
• • Sound knowledge of trade suppliers and inventory analysis
• • Sound knowledge of contract management
• • Good knowledge in purchasing techniques and principles related to industrial and volume buying
• • Working knowledge of the Finance, Administration and Audit Act (FAA Act)
• • Proficient in operating GOJ Electronic Procurement System (GOJEP
• • Proficiency in the relevant computer applications

Qualifications

• • Bachelor’s Degree from a recognized university in Management Studies/Public Administration, Business Administration, Public Sector Management, Economics or in a closely related field.
• • Certificate in Public Procurement: UNDP/CIPS Level 2 or INPRI Level 3 at MIND
• • Three (3) years experience in related field
OR
• • ACCA Level 2
• • Diploma in Business Administration< Accounting or any other related field
• • Five (5) years experience in related field

Additional Information and Instructions

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB: 🔍 Visit suppliers to evaluate the quality of goods to be procured. ⏰ May be required to work beyond normal working hours and on weekends. 📅 Applications Deadline: Wednesday, December 18, 2024 📍 Submit Applications to: Senior Director, Human Resource Management & Development Human Resource Management and Development Branch Ministry of Finance and the Public Service 30 National Heroes Circle Kingston 4 📧 Email: hrapplications@mof.gov.jm ℹ️ Subject: Senior Public Procurement Officer (GMG/SEG 1) 📝 Note: Please include the job title of interest in the subject line. 🙏 Thank you to all applicants for your interest. Only shortlisted candidates will be contacted.

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