Key Functions and Responsibilities

Development of Human Capital

• Performs functions as outlined in the various HR processes as necessary
• Ensures the maintenance of records relevant to employee benefits, reports and/or other human resource functions specific to the department

Administrative

• Coordinates and manages calendars by arranging appointments and engagements, as necessary
  • Prepares meeting notices (liaising with PDAC Chair to confirm meeting date and time) and books meeting room
  • Liaise with Chief Procurement Officer re submission of electronic and hardcopy Procurement Proceedings and Property Disposal files to be reviewed by the Committee
  • Prepares list of subject matter experts for each file i.e. (Evaluation Committee members, Divisional Managers) and email files to required personnel
  • Creates, prepares and Emails meeting agendas and meeting links on MS Teams with waiting rooms (for offsite persons, i.e. Tobago etc.)
  • Prepares meeting register of attendance from Teams where applicable
    • Coordinates attendance of Subject Matter Experts and Evaluation Committee members during the meetings
    • Prepares a recommendation for each file (for submission to the CEO the following day after each Committee meeting) , ensuring it is scanned and signed by each committee member
    • Delivers ‘recommended’ Procurement Proceedings and Property Disposal physical files to CEO’s office
      • Delivers ‘not recommended’ Procurement Proceedings and Property Disposal physical files the CPO’s Office
      • Updates PDAC recommendation register and email to CEO and Committee members
      • Liaises with key internal and external stakeholders as directed by Supervisor
        • Provides critical support the Supervisor by managing communication i.e. email and hard copy documents
        • Ensures all Committee Meeting papers and related documents are collated, bound and dispatched, as directed
        • Assists in the preparation of Board and/or Tender Committee packages as directed by Supervisor
        • Undertakes research, conducts analysis and compiles data as required
          • Generates and/or modifies a wide variety of documents including legal documents, correspondence, reports, drafts, memos, presentations, spreadsheets and emails as needed.
          • Coordinates all travel, transport and accommodation arrangements as required
            • Facilitates official requests for information and data once these are compliant with Department’s operating procedures.
            • Drafts responses to correspondence of a confidential or routine nature including e-mails as directed by the Senior Manager, Contracts and Procurement
            • Records, transcribes and circulates minutes of meetings as guided by the Senior Manager, Contracts and Procurement
            • Any other related duties as may be assigned

 Records Management