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

Senior Public Procurement Officer - Vacant

Return to Postings
Job Code: GMG/SEG 1
Posted On:
Closing On:
Tuesday, 4th May 2021
Friday, 14th May 2021
Department: Corporate Planning and Administration Division
Duration:

Job Description:

JOB PURPOSE (one line reason for job existing)
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.

STRATEGIC OBJECTIVES (statements of intent of what the post seeks to achieve)

  • To procure goods, services, supplies and equipment at economical costs in accordance with policies/guidelines;
  • To ensure that the Ministry gets value for money
  • To assist with the development and maintenance of adequate controls and procedures to accomplish the proper and timely recording and reporting of the physical flows of all materials, equipment, supplies and services.

KEY OUTPUTS (results, deliverables)

  • Prices of goods and services researched
  • Suitable and registered suppliers sourced
  • Quotations Requested
  • Payment, Commitment Vouchers, Purchase Orders prepared and payment made
  • Suppliers performance, capabilities and the competitiveness of prices investigated
  • Records maintained
  • Goods and services procured
  • Advances cleared
  • Goods delivered

FINAL OUTPUT (final results corresponding to job purpose)

  • A cost-effective procurement system for the requisite equipment, material and services.

PERFORMANCE INDICATORS/STANDARDS (how success will be measured)

  • Goods and services procured in a timely and cost effective manner
  • The Government’s procurement policies/guidelines are adhered to at all times
  • The inventory re-order levels are monitored, analyzed and adequate supplies are maintained in keeping with established standards
  • Relationship with suppliers are maintained in keeping with established service standards
  • Reports meet quality standards and are produced within agreed timeframe
  • Confidentiality, integrity and sensitivity displayed in the execution of duties.

JOB DUTIES & RESPONSIBILITIES (grouped under strategic objectives in Sec.2)

  • 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 Purchase Order listing/register
  • Laisses with stores to maintain re-order 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 advice to the Procurement Committee to ensure that submission requirements are adhered to, and that proper documentation in respect of received Bids/Proposals is maintained
  • Visits quality assurance checks
  • Provides advice, 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 supplier’s reliability/ suitability and performance
  • Conducts market research to ensure suppliers eligibility
  • Prepares monthly reports
  • 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

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

  • Negotiate contracts within established limits for goods and services
  • Sign delivery slips and goods received notes to recommend payment
  • Recommend purchasing policies and procedures
  • Recommend acceptance or rejection of supplier’s proposals
  • Recommend termination of supplier’s contract
  • Prevent overlapping of contracts.

RESOURCES MANAGED (budget, purchases, other assets)
N/A

MINIMUM REQUIREMENTS TO START

QUALIFICATIONS & EXPERIENCE

  • 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
  • Certificate in Public Procurement: UNDP/CIPS Level 2 or INPRI Level 3 at MIND
  • Three (3) years’ experience in related field

OR

  • Diploma in Business Administration< Accounting or any other related field
  • Certificate in Public Procurement: UNDP/CIPS Level 2 or INPRI Level 3 at MIND
  • Five (5) years’ experience in related field

SPECIFIC KNOWLEDGE & SKILLS

  • 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 relevant computer applications

COMPETENCIES

  • 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.

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

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

RENUMERATION PACKAGE

  • Salary range $1,577,167 – $1,874,755 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.

Powered by JobGrok

Contact HR

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