Procurement Officer

The incumbent will ensure that all procurements are conducted in accordance with the Government of Jamaica procurement guidelines and procedures (Public Procurement Act 2015).

JOB OBJECTIVES

The Procurement Officer under the general supervision of the Public Procurement Manager, is to assist in the procurement processes required for the acquisition of goods and services essential for the operation of Devon House Development Limited. 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 OUTPUTS

• GOJ policies/procedures and guidelines monitored and maintained
• Maintenance of procurement records
• Contractor/Client invoices and quotations vetted
• Reports prepared and submitted

KEY RESPONSIBILITY AREAS

• Prepares Tender notices and advertisements;
• Obtains quotations/tenders from appropriately qualified suppliers;
• Represents the Procurement Unit at Tender closing and opening exercises as Tender Officer;
• Prepares Quarterly Contracts Award Report to be submitted to the Contractor General’s Office (QCA Report);
•  Maintains a database of all bonds and insurances and ensures that they are current at all times and takes responsibility for the safe keeping and return or all relevant documents;
•  Prepares and reviews technical specifications in collaboration with stakeholders, refining Terms Of Reference (TOR) and prepare Request For Proposals (REP) and bidding documents;
• Checks invoices to ensure correct price, follow through to ensure that materials ordered have been received, examines the condition of materials received and recommends invoices for payment;
•  Maintains procurement records such as items or services purchased costs, delivery, product quality or performance and inventories, compiles data on these for internal monthly reports;
•  Follows up with relevant Government Agencies to obtain the approval of proposed contract awards in a timely manner;
• Prepares reports of and for procurement meetings.
• Undertake any other related duties and responsibilities as assigned.

KNOWLEDGE, ABILITIES AND SKILLS

• Excellent oral and written communication skills
• Strong interpersonal, teamwork and cooperation skills
• 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
• Good people management skills
• Ability to take own initiative
• Strong problem solving and decision-making skills
• Strong working knowledge of computer applications
• Ability to work under pressure and meet deadlines in a timely manner
• Ability to establish and maintain good working relationships with suppliers and providers of services

PERFORMANCE INDICATORS/STANDARDS

• Goods and services are procured in accordance with GOJ’s FAA Act and Procurement Guidelines
• A high level of professionalism and integrity in keeping with established standards
• Ensure that internal monitoring mechanisms are effective
• Deadlines, targets established are consistently met
• Sound and prudent advice/recommendations are provided and is in keeping with established guidelines regulations
• Confidentiality, integrity, and professionalism are displayed in the execution of duties and personal conduct

• Comprehensive and accurate reports prepared and submitted within the agreed timeframe
• Staff performance meets or exceeds set targets

CORE

• Excellent Customer service delivered at all times to internal and external customers
• Excellent oral and written communication skills
• Problem solving and negotiation skills

TECHNICAL

• Sound knowledge of the Government Public Procurement Act 2015 and Regulations
• Sound knowledge of the FAA Act
• Sound knowledge of Supplies Management
• Knowledge of Contract Management
• Knowledge of Tender Management
• Proficiency in the relevant computer application software

SPECIAL REQUIREMENTS/WORKING CONDITIONS

• Will be required to work beyond normal working hours as the need arises.

MINIMUM EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• Diploma in Public Administration/Management Studies/Accounting or any other related field;
• Three (3) years’ procurement experience, in a similar position.