May 07, 2021 Last Updated 4:33 PM, May 4, 2021

Public Procurement Officer - Vacant

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Job Code: GMG/AM 3
Posted On:
Closing On:
Monday, 3rd May 2021
Friday, 14th May 2021
Department: Corporate Planning and Administration Division
Duration:

Job Description:

Job Purpose
To assist in the execution of procedures for the timely and cost effective procurement of goods and services on behalf of the Ministry of Finance and Planning in accordance with policies and legal requirements.

Strategic Objectives

  • To make the necessary arrangements for the purchase and delivery of goods and services on behalf of the Ministry;
  • To maintain accurate inventory levels of goods and purchasing records;
  • To co-ordinate official travel arrangements for senior officers of the Ministry.

Key Outputs

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

Final Output
Cost-effective procurement of goods and services in accordance with procurement policies/guidelines.

Performance Indicators

  • Quality of goods and services purchased;
  • The extent to which procurement policies/procedures are adhered to;
  • Timeliness and accuracy of inventory levels of goods;
  • Accuracy of purchasing records;
  • Quality of relationship with internal and external clients;
  • Reports meet quality standards and produced within agreed time frame;
  • Confidentiality, integrity and sensitivity displayed in the execution of duties.

Duties and Responsibilities

  • 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.

Authority (decisions you have the power to make or recommend)

  • Request stock counts
  • Sign delivery slips and goods receival notes to recommend payment

Resources managed (budget purchases, other assets)
N/A

MINIMUM REQUIREMENTS
Qualifications and Experience

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

Specific Knowledge

  • Good knowledge of government’s procurement policies and procedures;
  • Good knowledge in purchasing and inventory management
  • Working knowledge of the Finance and Administration Audit Act (FAA Act)

Competencies

  • Planning and Organizing
  • Teamwork
  • Communication (both oral and written)
  • Interpersonal Skills
  • Integrity and Ethics
  • Initiative

SPECIAL CONDITIONS OF THE JOB (disagreeable work environment etc.)

  • Pressured working conditions with numerous critical deadlines.

RENUMERATION PACKAGE

  • Salary range $1,181,789 – $1,404,775 per annum and
  • any allowance(s) attached to the post


Cover letters and resumes should be submitted no later than May 14, 2021
Please insert the job title of interest in the subject of your email to:

Senior Director, Human Resource Management and Development
Ministry of Finance and the Public Service
30 National Heroes Circle
Kingston 4
Email: hrapplications@mof.gov.jm

Please visit our website at www.mof.gov.jm for the Job Descriptions
We thank everyone who expresses an interest; however, only short-listed applicants will be contacted.

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Send your details to:

Director Human Resource Management & Development
Ministry of Finance and Planning
30 National Heroes Circle, Kingston 4
Jamaica

Or e-mail your resumé to hrapplications@mof.gov.jm

Hours of Operation
Monday through Thursday - 8:30 am to 5:00 pm
Friday - 8:30 am to 4:00 pm