To provide administrative support for the Procurement Unit at a transactional level under the guidance of the Procurement Officer.

JOB OPPORTUNITY

 Applications are invited to fill two (2) positions of

Procurement Assistant

(on 1-year contract)

Department: Procurement Unit

Reports to:   Procurement Officer

 DUTIES AND RESPONSIBILITIES

1. Participates in the implementation of the Annual Procurement Plan, programmes and projects to support the overall strategic objectives of the Unit.
2. Assists with analyzing purchase requests from user departments and determining the appropriate method of procurement of goods and services.
3. Assists with undertaking pre-contract studies and research.
4. Schedules, organizes and facilitates job-site and/or pre-bid meetings related to the procurement of goods and services.
5. Assists with conducting thorough analyses of all quotes/bids received to identify the response that best meets the needs of the user department and is consistent with the terms and conditions.
6. Liaises with internal and external stakeholders on the award of bids, proposals and contracts for the supply of goods and services; follow up on orders and resolve any discrepancies.
7. Assists with ensuring that all purchases made by the Institute are done under established policy, procedure and regulations and are in accordance with prescribed specifications and quality.
8. Ensures timely delivery of goods and services by coordinating with vendors/suppliers.
9. Builds relationships with suppliers and representatives to identify optimal supply and pricing solutions for the Institute.
10. Uses judgment, diplomacy and confidentiality throughout the procurement process.
11. Perform any other related duties that may be given by the Procurement Officer.
12. Abides by the NIHERST Code of Ethics for procurement staff.

 QUALIFICATIONS AND EXPERIENCE:

• Diploma in Business Management or related field AND Level 3 Advanced Certificate in Procurement and Supply Operations, Chartered Institute of Purchasing and Supply (CIPS). Any other certification in the area of Supply Chain Management would be an asset.
• Two (2) years related work experience in a procurement support role.

  KNOWLEDGE, SKILLS AND ABILITIES

• General knowledge and awareness of procurement-related legislation (the Act and Public Procurement and Disposal of Public Property Regulations), handbooks and guidelines and their practical application.
• Understanding of the purpose and objectives of the Act and Public Procurement and Disposal of Public Property Regulations.
• Understanding of the implications and effects of the Act and Public Procurement and Disposal of Public Property Regulations on the procurement function.
• An awareness of the concept of inventory management and supports the inventory management process under guidance.
• Understanding of the impact of government compliance with legislation and policy and how these impact the public body.
• Understanding of the use of internal controls in procurement.
• Understanding of the use of mitigation strategies and controls activities to prevent breaches of the internal control process.
• An awareness of ethical conduct throughout the procurement cycle and adheres to the organisational standards, conduct and values relevant to the level of responsibility.
• An awareness of common examples of conflicts of interest, declares any conflicts of interest, and understands and advises on how to report any deviations from these principles.
• An awareness of the importance of records management and the requirements for maintenance of appropriate procurement records and information retrieval to justify procurement decisions.
• Ability to preserve and retrieve records by internal and external stakeholders or Regulatory Agencies as required.

 Applications should be submitted through your Head of Department to:

Manager, Human Resources & Corporate Services

NIHERST                               

Level 13 Education Towers

#5 St Vincent Street                 

Port of Spain