Procurement Officer & Procurement Assistant (Children's Authority)

Our Client, the Children’s Authority of Trinidad & Tobago (CATT), is seeking candidates for the following Procurement positions: 1. Procurement Officer 2. Procurement Assistant

Our Client, the Children’s Authority of Trinidad & Tobago (CATT), is seeking candidates for the following Procurement positions:

1. Procurement Officer
2. Procurement Assistant

These positions are offered as three (3) year renewable contracts. More information on each position is provided below.

PROCUREMENT OFFICER

Summary of Position:

The Procurement Officer will maintain effective systems and procedures for the procurement of goods and services of the Authority including sourcing, ordering, receiving, liaising with suppliers and ensuring compliance with the Procurement policies and procedures.

Principal Accountabilities:

• Oversee the development of the Annual Procurement Plan for the Authority 
• Develop and implement Procurement strategies, systems, policies and processes to ensure efficient running of the procurement process
• Work with user departments at the Authority to formulate short/ medium/long term strategic procurement plans to minimize inefficiencies and ensure business continuity
• Support the Authority’s operations by assisting in sourcing supplier quotes and preparing comparison sheets for procurement purposes.
• Implement supplier lists, price lists, conduct price controls, market research and consolidate orders and evaluate quotations received.
• Hold suppliers accountable to agreements – price, quality, service, delivery times
• Provide monthly reports on all Procurement activities e.g., spend, procurement compliance, contract spending etc.
• Perform cost analyses and set appropriate benchmarks to measure and evaluate actual procurement against planned
• Oversee the preparation of tender solicitation documents and the tender process for the Authority including interaction with suppliers during the tender period and the receipt, opening and evaluation of bids
• Manage supplier contracts to ensure prompt, effective and complete delivery of contracted goods and services
• Ensure that the Vendor database has been developed and tracked on a monthly basis to ensure that it is current and up to date.
• Conduct field visits to determine the quality of goods and services that are available for purchase.
• Ensure quality stock control, including proper storage and packaging of stock inventory
• Prepare justifications and oversee preparation of all required documents to support requests for the disposal of assets at the Authority
• Study catalogues and trade journals to see what local and overseas sellers are offering. Keep up with market trends and new products
• Conduct internal sensitization sessions to ensure that the Board, Executive and Management are knowledgeable and kept abreast of developments in procurement best practice.
• Provide technical oversight, training and mentorship to Procurement Staff to facilitate staff development and the achievement of the department’s objectives.
• Perform any other related duties that may be given by the CEO.

Qualifications & Experience:

• A Bachelor’s Degree in Logistics or Supply Chain Management
• Advanced Diploma/ Level 5 in Procurement and Supply Chain (CIPS)
• At least five (5) years’ experience in a Procurement environment including two (2) years in a supervisory capacity.
• Working knowledge of Public Sector Procurement
• In-depth knowledge of Procurement Laws and Regulations

PROCUREMENT ASSISTANT

Summary of Position:

The Procurement Assistant will provide administrative support to the procurement function within the Authority to ensure the efficiency and effectiveness of the department’s operations.

Principal Accountabilities:

• Assist with the administration of the Authority’s procurement process.
• Provide support in maintaining effective systems and procedures for the procurement of goods and services.
• Implement an effective document control and filing systems
• Assist in the identification and determination of irregular, fruitless and wasteful expenditure;
• Maintain a database of suppliers of various goods and services.
• Ensure that the Authority’s approved databases are utilized effectively in the sourcing of quotations and that client expectations are met
• Assist the Procurement Officer in the preparation of management information as well as statistics on procurement
• Ensure proper administration and record keeping of the procurement processes as well as ensuring that all internal stakeholders understand and follow the required process.
• Manage incoming requests from end users ensuring timely turn around
• Ensure that supplier deliveries are in line with contract deliveries requirements, e.g., price, quality – minimum returns on deliveries
• Complete all data entry associated with stock request
• Update system with all inventories received and Maintains data entry requirements by following relevant policies and procedures
• Ensure all relevant documentation is submitted to the Procurement Department for processing.
• Update the Authority’s database with relevant inventory information accurately, forwarding all incomplete documents to the Procurement Officer for resolution.
• Assist with physical stock counts which include verification and adjustments.
• Assist with resolution of inventory queries.
• Conduct administrative duties: i.e., filing ensuring that all inventory-related documents are filed and stored in chronological order.
• Perform any other related duties that may be given by the Procurement Officer

Qualifications & Experience:

• Diploma in Business Management, Supply Chain Management, or Procurement and Contracts.
• CIPS Level 3 in Procurement and Supply Chain
• At least two (2) years’ experience in a Procurement environment.
• Working knowledge of Public Sector Procurement
• Knowledge of Procurement Laws and Regulations

We wish to thank all applicants for their interest, however, only those favourably considered will be contacted.

Closing Date: September 6, 2023