To provide administrative support to the procurement function within the Authority, to ensure the efficiency and effectiveness of the department’s operations.

Job Summary

To provide administrative support to the procurement function within the Authority, to ensure the efficiency and effectiveness of the department’s operations.

Key Duties and Responsibilities

1. Generate, issue and process purchase orders in accordance with established procedures and guidelines.
2. Assist with the administration of the Authority’s procurement process.
3. Verify that items are procured in compliance with the Authority’s Tender Rules and Audit/Purchasing procedures.
4. Ensure all items of expenditure are properly coded and descriptions where required are requested.
5. Maintain a register of all vendors including contact information.
6. Coordinate and administer the pre-qualification process for the selection of suppliers which includes
7. Research vendors and collect prices, specifications, and other data related to goods and services
8. Check, classify and prioritize purchase requisitions in accordance with the materials/services needed.
9. Liaise with requestors to ensure the correct materials/services are procured and seek clarification where necessary.
10. Assist the Procurement Officer in maintaining current up to date Procurement documents and manuals and provide support services to the Manager Procurement as deemed necessary.
11. Assist in evaluating items to be purchased.
12. Maintain an effective filing system for all relevant documentation within the Procurement Department
13. Electronically scan all Purchase Orders and their support documentation and maintain a backup.
14. Comply with the HSE policy & procedures of the Authority and cooperate with workplace health and safety measures and initiatives.
15. Take reasonable care for own safety and the safety of others and report all accidents, injuries, near misses and hazards to Manager/Supervisor.
16. Perform other related duties as required by job function. 

Qualifications and Experience     

• ACCA Level I or CIMA Level I or recognized Associate Degree in Accounting, Business Administration or related field from a recognised tertiary institution.
• Chartered Institute of Purchasing and Supply (CIPS) Level 4 or equivalent would be an asset.
• Minimum of five (5) CXC/CSEC O’ Level passes including English and Mathematics.
• Minimum of three (3) years’ working experience in either an accounting, procurement or purchasing environment.
• Experience in public procurement would be considered an asset.

Core Competencies

Professional Knowledge, Skills and Abilities

• Knowledge of: 

• Administrative procedures and practices
• Procurement and Purchasing procedures and guidelines
• Prior working knowledge or an understanding of the Public Procurement and Disposal of Public Property Act 2015 would be an asset
• Microsoft GP Dynamics and/or relevant computerized system used for procurement or supply chain management would be an asset.

• Skills, Abilities and Behaviours:

• Proficiency in Microsoft Office applications including Word, Excel, PowerPoint.
• Work on own initiative
• Work collaboratively with external agencies
• Good report writing and communication skills
• Excellent customer service skills
• Strong interpersonal skills
• Appreciation for discretion and confidentiality.
• Keen attention to detail.