Public Procurement Administrator

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

Basic Salary: $2,245,059.00 per annum

JOB PURPOSE

Under the general supervision of the Manager, Public Procurement, the Public Procurement Administrator is responsible for providing the necessary support by offering complete secretarial/ administrative support. This includes first point of contact, time management, correspondence disposition and resolution.

KEY RESPONSIBILITY AREAS

• Coordinate reports on behalf of the Tourism Enhancement Fund:
• Maintain records in accordance to the FAA Act, etc.:

• Prepare reports for submission to the Ministry of Finance, Office of the Contractor General and the PPC
• Assist with the preparation of monthly report for submission

• Organize and maintain filing system
• Maintain correspondence loggings system

• Disseminate in a timely manner all incoming and outgoing correspondence
• Coordinate meetings:
• Make travel arrangements for Tourism Enhancement Fund officers
• Responsible for organizing all purchasing documents.
• Ensure that all Purchase Requisitions and Travel Requisitions are channeled through the proper system before typing the purchase orders.
• Ensure all necessary information for the processing of Purchase Requisitions and Travel Requisitions are in place e.g. Prices, quotations, necessary signatures are affixed. If necessary return to originating department of Purchase Requisition for authorized signature or other information required.
• Assist with compiling data to prepare Purchase Orders.
• Ensure that all Purchase Orders are typed.
• Assist to expedite movement of purchase orders from the hospital to the Suppliers.
• Maintain Proper records management for Purchase Requisitions, Purchase Orders, and C.O.D. letters.
• Prepare Purchasing document for dispatch to suppliers, stamp, record and send Purchase Order requiring GCT exemption to GCT office.
• Ensure that copies of Purchase Requisitions are dispatched to the correct Department.
• Assist Suppliers to locate invoices that have been submitted for payment.
• Prepare C.O.D. letters and uniform allowance letters, make records in the required books and take them to the relevant Accounts department.
• Follow up on C.O.D. letters, ascertain re-preparation of cheques and return the appropriate documents to the Accounts department when the goods are supplied, or the services are provided.
• Answer the telephones and screen calls and direct callers to the appropriate person or use initiative to assist callers where possible.
• Assist with taking information from Shipping Agents, receiving shipping documents from courier services and delivering them to the Custom Broker.
• Receive cheque from the Finance and Accounts Department for overseas suppliers and send via courier service to the respective suppliers or make contact with the persons requesting the information as to the means by which suppliers are to get orders and cheques.
• Perform other similar and related tasks are required.
• Any other duties assigned by the Manager, Public Procurement.

• Arrange Department and Procurement Committee meetings
• Disseminate relevant documents for meetings
• Record and generate accurate and timely minutes for meetings

• Attends to the suppliers when they come to deliver on orders or makes inquiries regarding orders and orders that are not collected or dispatched by Messenger or the post.

Performance Standards

• Letters, reports, circulars, minutes and other correspondence are typed in a timely manner as directed.
• Purchase Orders are correctly typed & dispatched
• An up to date filing system.
• Queries of customers/visitors/callers to the unit are received and referred/attended to in a timely manner using effective communication technique.
• Response to routine matters are prepared and dispatched in a timely manner.

REQUIRED COMPETENCIES

• Sound communication and interpersonal skills
• Good organisational skills
• Ability to take own initiative and be a self-starter
• Ability to maintain confidentiality
• Competent in MS Excel, MS PowerPoint, MS Word and Report Writing.
• Good command of the English language
• High degree of integrity and diplomacy
• Competence in Sage Requisition/Purchase Order Module

SPECIAL CONDITIONS

• Typical office environment, no adverse working conditions;
• Participation in retreats/meetings outside of normal working hours may be required from time to time;

EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• Diploma in Business Administration/Management Studies/Accounting or any other related field  
• At least 1 year(s) of working experience in the related field

Applications accompanied by resume stating the position in the subject line should be submitted no later than July 31, 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.