Public Procurement Officer (GMG/AM 3)

JOB PURPOSE

The Public Procurement Officer under the general supervision of the Director 3, Public Procurement is to assist in the procurement processes required for the acquisition of goods and services essential for the operation of the Ministry of Science Energy and Technology (MSET). The incumbent will ensure that all procurements are conducted in accordance with Government of Jamaica procurement guidelines and procedures (Public Procurement Act, 2015). 

KEY OUTPUTS

• Tender documents prepared and posted; 
• Bids evaluated; 
• Requisitions/purchase orders authorised; 
• Goods and services procured in accordance with procurement policies/guidelines; 
• Reports produced; 
• Inventory levels maintained; 
• Plans and budgets prepared. 

KEY RESPONSIBILITY AREAS

• 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 Contractor General’s Office QCA report);
• Maintains a data base of all bonds and insurances and ensure that they are current at all times and take responsibility for the safe keeping and return or all relevant documents. 

Procurement Process Management 

• Prepares and reviews technical specification in collaboration with stakeholders, refining Terms of Reference (TOR) and preparing request for proposals and bidding documents; 
• Reviews and evaluates proposal and bids received and assisting 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 correspondents, bid receipt and bid opening in strict accordance within mandated procurement procedures; 
• Maintains procurement filling system in a systematic manner;
• Receives compiles and processes purchase requisition forms for all wards and departments for the procurement of goods. 

Vender Management 

• Maintains list of venders and contractors suppling various items and services;
• Liaises with service contractors to ensure that service are provided as agreed;
• Develops executes measurement tools to accurately gauge vender’s performance and communicate results internally and externally as necessary;
• Checks invoices to ensure correct price, follow through to ensure that materials ordered have been received, examine the condition of materials received,, and recommend invoices for payment; 
• Maintains procurement records such as items or services purchased cost, delivery, product quality or performance and inventories, compiling data on these for internal monthly report; 
• Ensures all completed purchase orders are taken to the general consumption tax office to be zero-rated. 

Procurement Reporting 

• Monitors and reports 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 report of and for procurement meetings. 

PERFORMANCE STANDARDS

• Goods and services procured in accordance with quality requirements and financial guidelines/regulations; 
• Procurement of goods and services carried out in accordance with Government procurement guidelines; 
• Stocks level of goods are maintained in accordance with established procedures;
• Accurate records keeping 
• Accurate reports are generated and submitted within agreed timeframe;
• Bid documents prepared in accordance with specifications; 
• Tenders opening conducted in accordance with established standards. 

REQUIRED COMPETENCIES

Core 

• Integrity 
• Communication Skills 
• Interpersonal relations
• Team work and cooperation
• Imitative
• People management Skills 
• Problem solving and decision making
• Time management skills

Functional 

• Use of technology 
• Technical Skills: Knowledge of Government procurement guidelines and procedures, knowledge of contract administration, ability to research and evaluate technical proposals and recommend contracts for award, knowledge of office management principles, practices and procedures, knowledge of accounting practices as applied to procurement

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Diploma in Public Administration/management Studies/Accounting or any other related field; 
• Three (3) years relevant experience. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Pressured working conditions with numerous critical deadlines;
• Long hours of work including weekends and public holidays.