Public Procurement Administrator

Under the supervision of the Manager, Public Procurement, the Public Procurement Administrator delivers secretarial and administrative support, serving as first contact, managing correspondence, coordinating meetings, maintaining records, and ensuring compliance with regulations.

STATISTICAL INSTITUTE OF JAMAICA (STATIN)

  AVAILABLE 

VACANT POSITION

Applications are invited for the post of 

Public Procurement Administrator (Level 4A)

Public Procurement Unit

Corporate Services Division

Key Responsibilities:

Administrative Responsibilities

• Prepare reports for submission to oversight bodies such as the Ministry of Finance and the Public Service (MOFPS), the Integrity Commission (IC), and the Public Procurement Commission (PPC).
• Organize and maintain filing systems and correspondence logs to ensure proper record keeping and compliance.
• Receive, distribute, and track all incoming and outgoing correspondence, and draft responses to routine matters.
• Arrange departmental and Procurement Committee meetings, prepare documents, and record accurate minutes.
• Make travel arrangements for officers of the organization and process travel requisitions.
• Organize purchasing documents, ensure requisitions are properly signed and priced, and type and dispatch Purchase Orders.
• Maintain records of Purchase Requisitions, Purchase Orders, and C.O.D. letters, and prepare documents for suppliers including GCT exemptions.
• Assist suppliers in locating invoices, follow up on C.O.D. letters, and provide guidance to staff in preparing requisitions correctly.
• Attend to suppliers visiting the office, ensure uncollected orders are dispatched, and liaise with shipping agents and couriers for document delivery.
• Answer and direct telephone calls, assist visitors, and communicate with staff regarding requisitions and purchase orders.
• Receive cheques for overseas suppliers and arrange dispatch via courier service.

Professional/Technical Responsibilities

• Assist with compiling data and preparing monthly procurement reports.
• Organize and maintain procurement records in accordance with the FAA Act and other government regulations.
• Ensure all Purchase Requisitions and Travel Requisitions are properly authorized, priced, and supported with quotations before processing.
• Type and dispatch Purchase Orders accurately and in a timely manner.
• Maintain proper records management for Purchase Requisitions, Purchase Orders, and C.O.D. letters.
• Prepare purchasing documents for suppliers, including those requiring GCT exemption submissions.
• Follow up on C.O.D. letters, liaise with Accounts to ensure re-preparation of cheques, and return documents when goods or services are supplied.
• Assist suppliers in locating invoices submitted for payment and expedite movement of purchase orders from STATIN to suppliers.
• Liaise with shipping agents and courier services to receive and deliver shipping documents to brokers.
• Receive cheques for overseas suppliers from Accounts and arrange dispatch via courier service.
• Communicate with staff at all levels regarding requisitions and purchase orders, ensuring compliance with procurement procedures.

 Human Resource Management Responsibilities:

• Manage staff performance under PMAS, ensuring timely evaluations and goal setting.
• Support training, performance reviews, and continuous learning initiatives.
• Promote trust, integrity, and confidentiality in team interactions.
• Resolve conflicts and help maintain a positive work environment.
• Foster teamwork, accountability, and collaboration within the procurement unit.
• Ensure staff adhere to the Institute’s mission, values, policies, and ethical standards.
• Recommend leave approvals and disciplinary actions in line with HR guidelines.
• Encourage staff engagement and morale through recognition and collaboration.
• Maintain confidentiality of HR-related records.
• Assist in identifying staffing needs and recommend adjustments when necessary.

Core Competencies:

• Excellent oral and written communication skills
• Excellent planning and organizing skills
• Excellent interpersonal skills
• Excellent problem-solving and decision-making skills
• Demonstrates a high level of integrity
• Excellent teamwork and collaboration skills
• Strong on emotional intelligence

Minimum Qualifications & Experience Required:

• Diploma in Business Administration/Management Studies/Accounting or any other related field.

•      At least 1 year(s) of working experience in the related field.

• Certificate in Public Procurement (UNDP/CIPS or INPRI) - would be an asset.

Special Conditions Associated with the Job:      

• Work is performed in a typical office environment.
• May be required to participate in retreats, meetings, or other activities outside of normal working hours.
• Interaction with suppliers and external stakeholders may require occasional visits or coordination beyond regular duties.
• Must maintain confidentiality and integrity in handling sensitive procurement and administrative information.

                                                    SALARY: $ $3,332,802.96 per annum          

Applications should be submitted by Friday, April 17, 2026 to:

Human Resource Manager

Statistical Institute of Jamaica

7 Cecelio Avenue

Kingston 10.

STATIN is an equal opportunity employer and welcomes applications from all qualified individuals.

We thank you for your expressions of interest, however, only shortlisted applicants will be contacted.