Senior Director Public Procurement

Under the direct supervision of the Principal Director, Corporate Services (GMG/SEG 6), the Senior Director – Public Procurement (GMG/SEG 4) has the responsibility to provide strategic direction to Procurement Branch.

The Senior Director – Public Procurement (GMG/SEG 4) has the responsibility to provide strategic direction to the procurement function and to ensure that goods, services, and works required by the Ministry are procured and delivered as requested in accordance with Government of Jamaica Public Procurement Act 2015 and Regulations. 

Salary Scale: $5,597,715.00 per annum 

KEY OUTPUTS

• Branch Operational Plan developed
• Branch Budget developed
• Goods and Services procured and delivered in a timely manner.
• Internal and external reports prepared
• Procurement Key Performance Indicators monitored, and reports produced
• Staff evaluated and appraised.
• Internal Procurement Procedures developed, reviewed, updated and recommendations made
• Administers procurement contracts on behalf of the Ministry
• GOJ Public Procurement Act 2015 and Regulations enforced.
• Information on changes to the wider Procurement Policy/Act disseminated
• Procurement Compliance Audits recommendations addressed Framework Agreements developed

KEY RESPONSIBILITY AREAS

Management/administrative Responsibilities

• Provides advice to the Principal Director, Corporate Services, other Directors and managers on procurement policies and procedures
• Develops the Strategic Plan, Operational Plan and work programme for the Procurement Branch.
• Develops Standard Operating Procedures and relevant policies for the procurement function
• Reviews internal Procurement policies and procedures and make recommendations where required
• Ensures that a Budget is prepared for the Unit.
• Advise the Directors / Heads of Divisions of suppliers’ reliability/suitability and performance
• Attends meetings of Procurement/Contracts Committees.
• Represents the Ministry at Conferences, Workshops, and Seminars.
• Represents Unit at Procurement and Contract Award Committees and Board meetings.
• Represents the organization at PPC Sector Committee, PPC, and Cabinet Infrastructure Committee Meetings.
• Monitors and ensures that effective and up-to-date procurement records are maintained across the wider Ministry.
• Develops and monitors a system to ensure that all assets procured are accounted for within the Ministry.
• Ensures that the preparation and submission of relevant Reports to meet internal and external requirements
• Monitors and reports on Procurement Key Performance Indicators

Technical/Professional Responsibilities

• Acts as eProcurement Coordinator and Lead Evaluator.
• Develops the annual Procurement Plan and disseminates it to relevant internal and external stakeholders
• Coordinates and conducts procurement compliance reviews.
• Coordinates and conducts organization procurement training seminars/workshops.
• Coordinate reports for submission to the MOFP, OCG, PPC, and Cabinet.
• Prepares/Reviews Procurement Policies and Procedures for the Ministry’s Head Office, Parish Offices, and Agencies.
• Monitors and ensures that procurement practices conform to the Financial Administration & Audit (FAA) Act, the Public Procurement Act, and Government Procurement Procedures/Guidelines.
• Ensures that tender documents are prepared in accordance with GOJ standards and disseminated timely and accurately.
• Acts as a purchasing agent on behalf of the Ministry as well as locally funded projects
• Monitors the organization’s procurement activities to ensure conformity to the Procurement Plan.
• Evaluates the performance of the Procurement Process along with Directors, Heads of Divisions, and Procurement Committee Members.
• Oversees the contract award process and administers the contracts
• Oversees the tending process.
• Provides advice on public procurement matters to senior officials.
• Reviews and approves contract award recommendations within the specified threshold.
• Technical Guidance provided to the Ministry’s Senior Executives
• Reviews procedure for the procurement of works, goods & services carried out by the Organization.
• Provides the Finance and Accounts Division with the necessary assistance and information as it relates to the preparation of cheques for payments and reconciliation of accounts.
• Manages, monitors, and controls the procurement of goods and services and ensures that the objectives and basic principles of procurements guideline and procedures and complied with.
• Procures goods and services on a competitive basis without compromising quality and ensures proper storage.
• Monitors the issuing of purchase orders and follows up for receipt/delivery of goods and/or services.
• Monitors purchases spend per active supplier to ensure transparency and value for money
• Certifies all invoices, payment orders, and commitment vouchers prior to submitting them to the Finance and Accounts Division.
• Acquires clearance letter from N.I.S and national Housing Trust and Tax Compliance Certificate from the collector of Taxes for the MDA to be exempted from these taxes.
• Ensures that funds are allocated to meet the expenditure for goods prior to placement of orders and ensures that the procurement practices conform to procurement guidelines of the FAA Act.
• Monitors and maintains contacts in the commodity market to keep abreast of price movements, technological improvements, and changes to ensure that orders for supplies are procured in the most efficient and economic manner.
• Informs the relevant offices of changes in the Government Procurement Guidelines and Procedures and ensures implementation is effected within the MDA.
• Liaises with representatives of funding agencies and Government Departments on matters relating to purchases and external payments for goods to ensure that established guidelines, rules and regulations are adhered to
• Assists Senior Directors/ Heads of Divisions in developing guidelines for establishing priorities in the allocation of resources.
• Liaises with custom brokers to ensure that imported goods are cleared from wharves and airports in time and in accordance with established Government Regulations
• Monitors order and re-order levels in order to minimize the incidence of extravagance and waste.

Human Resource Management Responsibilities

• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommends and/or indicates corrective action where necessary to improve performance and/or attain established personal and/or organizational goals.
• Develops a work programme for the Branch
• Participates in the recruitment of staff for the Division/Unit and recommends transfer, promotion, termination, and leave in accordance with established human resource policies and procedures
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, monitoring, and coaching
• Ensure the welfare and development needs of skill in the Division/Unit are clearly identified and addressed
• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment, and commitment to the Division’s and organization’s goals.
• Any other relevant duties assigned as directed by the Principal Director, Corporate Services.

Other responsibilities

• Performs other related functions assigned from time to time by the Principal Director.

PERFORMANCE STANDARD

• Branch Strategic Plan developed and submitted within stipulated timeline
• Branch Operational Plan developed and submitted within stipulated timeline
• Branch Budget developed and submitted within stipulated timeline
• Goods and Services procured and delivered in a timely manner.
• Comprehensive and accurate reports prepared and submitted within the agreed timeframe
• Procurement Key Performance Indicators monitored and reports and submitted within stipulated timeline
• Staff evaluated and appraised within stipulated timeline
• Internal Procurement Procedures developed, reviewed, updated within stipulated timeline
• Administers procurement contracts on behalf of the Ministry within the agreed timeline
• GOJ Public Procurement Act 2015 and Regulations enforced on an ongoing basis
• Information on changes to the wider Procurement Policy/Act disseminated within agreed timeline
• Procurement Compliance Audits addressed within agreed timeline
• Framework Agreements developed within agreed timeline
• Procurement Plan developed and submitted within agreed timeline