Public Procurement Officer (Level 4)

Summary

Under the general supervision of the Manager, Public Procurement, the Public Procurement Officer is to assist in the procurement processes required for the acquisition of goods, works and services essential for the operation of the entity. The incumbent will ensure that all procurements are conducted in accordance with the Government of Jamaica procurement guidelines and procedures (Public Procurement Act 2015). Salary Range: 💰 $ 1,711,060 to $2,301,185 JMD per annum

Responsibilities

• Key Responsibilities:

  • • Prepares tender notices and advertisements.
  • • Prepares RFQ for goods, general services and minor works.
  • • Obtains quotations/tenders from appropriately qualified suppliers.
  • • Represents Procurement Unit at Tender closing and opening exercises as Tender Officer.
  • • Maintains Procurement records in good order to facilitate audit and other reviews.
  • • Prepares Quarterly Contracts Award report to be submitted to the Integrity Commission (QCA Report).
  • • Maintains a data base of all contracts and insurances and ensures that they are current all times and takes responsibility for the safe keeping and return or all relevant documents.

• Procurement Process Management:

  • • Prepares and reviews technical specifications in collaboration with stakeholders, refines terms of reference (TOR) and prepares requests for proposals (RFP) and bidding documents.
  • • Reviews and evaluates proposals and bids received and assists with the process of engaging consultants and suppliers.
  • • Prepares and reviews TORs and bidding documents for all required procurement activities.
  • • Liaises with relevant departments and stakeholders to have RFPs and bidding documents prepared, approved and issued in a timely manner according to the approved budget.
  • • Manages the advertising process for procurements, procurement correspondence, bid receipt, and bid opening in strict accordance within mandated procurement procedures.
  • • Maintains procurement filing system in a systematic manner.
  • • Receives, compiles and processes purchase requisition forms for all departments for the procurement of goods.

• Vendor Management:

  • • Maintains list of vendors and contractors supplying various items and services.
  • • Liaises with service contractors to ensure that services to office and office equipment are effected as agreed.
  • • Executes supplier evaluations to accurately gauge vendor’s performance (quality delivery time’s etc.) and communicate results internally and externally as necessary.
  • • Checks invoices to ensure correct price, follow through to ensure that materials ordered have been received, examines the condition of materials received, and recommend invoices for payment.
  • • Maintains procurement records such as items or services purchase costs, delivery, product quality or performance and inventories, compiling data on these for internal monthly reports.
  • • Procurement Reporting
  • • Monitors and reports on the procurement implementation status and progress as required.
  • • Follows up with relevant government agencies to obtain the approval of proposed contract awards in a timely manner.
  • • Prepares reports of and for procurement meetings.

Required Skills

• Technical Competences:

  • • Extensive Knowledge of Government Procurement guidelines and procedures.
  • • Excellent knowledge of contract administration.
  • • Ability to research and evaluate technical proposals and recommend contracts for award.
  • • Knowledge of office management principles, practices and procedures.
  • • Excellent knowledge of Accounting practices as applied to procurement procedures.
  • • Working knowledge of computer applications.

• Core Competences:

  • • Integrity
  • • Communication Skills
  • • Interpersonal relations
  • • Teamwork and cooperation
  • • Initiative
  • • People Management Skills
  • • Problem Solving and Decision-Making Skills
  • • Time management skills.

Qualifications

• • Diploma in Public Administration/Management Studies/Accounting or any other related field
• • Three (3) years procurement experience, in a similar position

Additional Information and Instructions

• Working Conditions:

  • • Normal working conditions
  • • Required to travel between Training Institute and Head Office

Applications addressed to the Manager, Human Resource Management, should be made online no later than Friday, March 07, 2025 We thank all applicants for their interest. However, only short-listed candidates will be contacted.

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