Public Procurement Officer

Applications are invited from suitably qualified persons to fill the position of Public Procurement Officer.

Basic Salary: $3,332,803.00 per annum

JOB PURPOSE

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

KEY RESPONSIBILITY AREAS

• Prepare tender notices and advertisements
• Prepare RFQ for goods, general services and minor works.
• Obtain quotations/tenders from appropriately qualified suppliers and make recommendations to the Manager, Public Procurement for award.
• Represent Public Procurement department at Tender closing and opening exercises as Tender Officer.
• Maintain Procurement records in good order to facilitate audit and other reviews.
• Prepare Quarterly Contracts Award report to be submitted to The Contractor General’s Office (QCA Report).
• Maintain a database of all bonds and insurances and ensure that they are current all times and take responsibility for the safe keeping and return or all relevant documents.
• Assist with the preparation of contracts.
• Represent the Public Procurement department at site visits for the relevant tenders.
• Attend and Present Matters to the Procurement Committee.
• Prepare Transmittal forms for submission to the Public Procurement Commission review.
• Assist with the preparation of Cabinet Submissions.
• Provides guidance to Internal/External customer on the TEF’s procurement policies and procedures

Procurement Process Management

• Preparing and reviewing technical specifications in collaboration with stakeholders, refining terms of reference (TOR) and preparing request for proposals (REP) and bidding documents.
• Reviewing and evaluating proposals and bids received and assisting with the process of engaging consultants and suppliers.
• Preparing and reviewing TORs and bidding documents for all required procurement activities.
• Liaising with relevant departments and stakeholders to have RFPs and bidding documents prepared, approved and issued in a timely manner according to the approved budget.
• Managing the advertising process for procurements, procurement correspondence, bid receipt, and bid opening in strict accordance within mandated procurement procedures.
• Maintaining procurement filing system in a systematic manner.
• Receives, compiles and processes purchase requisition forms for all departments for the procurement of goods.

Vendor Management

• Maintaining list of vendors and contractors supplying various items and services.
• Liaises with service contractors to ensure that service to office and medical equipment are being affected as agreed.
• Development and executing measurement tools to accurately gauge vendor’s performance (quality delivery time’s etc.) and communicate results internally and externally as necessary.
• Checking 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.
• Maintaining procurement records such as items or services purchased costs, delivery, product quality or performance and inventories, compiling data on these for internal monthly reports.
• Ensure all completed Purchase Orders are taken to the general consumption tax office to be zero-rated.

Procurement Reporting

• Monitoring and reporting the procurement implementation status and progress as required.
• Following up with relevant government agencies to obtain the approval of proposed contract awards in a timely manner.
• Prepare reports of and for procurement meetings.

REQUIRED COMPETENCIES

Technical Competences

• Extensive Knowledge of Government Procurement guidelines and procedures.
• Excellent knowledge of contract administration
• Ability to research and evaluate technical proposals and recommend contracts for award.
• Knowledge of office management principles, practices and procedures.
• Excellent knowledge of Accounting practices as applied to procurement procedures.
• Working knowledge of computer applications

Core Competences

• Integrity
• Communication Skills
• Interpersonal relations
• Teamwork and cooperation
• Initiative
• People Management Skills
• Problem Solving and Decision-Making Skills
• Time management skills.

AUTHORITIES ON THE JOB

• 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.

SPECIAL CONDITIONS

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

EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• Diploma in Public Administration/ Management Studies / Accounting or any other related field.
• Certificate in Public Procurement: UNDP / CIPS Level 1 or INPRI Level 2.
• Three (3) years procurement experience in a similar position.

Applications accompanied by resume stating the position in the subject line should be submitted no later than January 17, 2025 to:

Manager, Human Resource & Administration

Tourism Enhancement Fund

60 Knutsford Boulevard

Kingston 5

We thank all applicants however, only shortlisted candidates will be contacted.