Senior Public Procurement Officer

The Senior Public Procurement Officer is responsible for providing strategic direction and execution of all procurement activities for the National Education Trust.

Strategic Objectives of the UNIT

To provide optimised procurement services to the National Education Trust, delivered through strategic sourcing, risk management and compliance practices in accordance with the Government of Jamaica (GoJ) Public Procurement  Act and regulations.

Job Purpose

Under the general direction of the Director, Public Procurement, the Senior Public Procurement Officer is responsible for providing strategic direction and execution of all procurement activities for the National Education Trust. This includes the development and implementation of procurement systems, sourcing strategies, supplier evaluations and contract execution in accordance with the Government of Jamaica (GoJ) Public Procurement Act, Regulations, and bilateral or multilateral partner/funding agency stipulations. The role ensures value for money, market responsiveness, and alignment with organizational goals while supporting operational needs and project timelines.

KEY OUTPUTS

• Annual Procurement Plan developed and aligned with the operational and strategic goals of NET.
• Procurement and sourcing strategy developed and implemented.
• Procurement policy reviewed and updated for compliance and efficiency.
• Procurement reports prepared (cost savings, expenditure, contract status, audit responses).
• Supplier performance evaluated and reports generated with recommendations.
• Procurement risk management framework developed and applied.
• Procurement of goods, works and services conducted in line with GoJ Procurement Act.
• e-GP system implemented and monitored for staff compliance.
• Reports prepared for the Stakeholders.
• Individual and Unit Work Plans prepared and executed.
• Annual Operational Plan prepared in support of corporate strategy.
• Contracts and service agreements negotiated and executed.
• Procurement Committee and Board meeting submissions prepared.
• Budget, cash flow and investment portfolio managed in accordance with policy.
• Product and Supplier Research.
• Procurement Process/Procurement Process Improvement.
• Contract Negotiation
• Data Analysis
• Management of Supplier positioning matrices

KEY AREAS OF RESPONSIBILITY

Technical / Professional Responsibilities

• Provides advice to the Director, Procurement on procurement policies and procedures in according to the procurement standards.
• Contributes to the development of the procurement strategy for NET, serving as the technical resource and ensuring that the strategy is aligned with GoJ law, guidelines and general requirements of  key  stakeholders such as funding and donor agencies.
• Supervises and reports on status of all sub-projects in the procurement process, advises senior management accordingly as outlined in Procurement Plan and addresses required changes, as per individual activity.
• Evaluate documents tendered
• Supports the negotiation of terms and conditions of proposed service contracts in accordance to the needs of NET to ensure best prices and value for money on all procurement.
• Conducts procurement to facilitate the organisation’s operations and project implementation.
• Coordinates and conducts procurement compliance reviews.
• Coordinates the preparation and publication of Requests for Proposals (RFPs) and Expressions of Interests (EOIs), ensuring full participation and technical input from the project owners and Technical staff.
• Ensures that tender documents are accurately prepared in accordance with the GoJ standards and are timely disseminated.
• Evaluate supplier performance and makes recommendations to address gaps.
• Participates in the evaluation of locally and internationally funded projects.
• Oversees the preparation of the Annual Budget for the Unit and NET as per timeline required.
• Interprets government policies, analyses them and advises on their implications for the operations of NET.
• ·             Oversees the administration of the procurement function ensuring compliance with Government guidelines.
• ·             Leads the periodic review to ensure consistent compliance and robustness of the process to minimize waste and provide value for money.
• Drafts responses to audit queries from the Integrity Commission and submitting them to the Director, Procurement for review.
• Develops/reviews accounting and reporting procedures to ensure that systems are effectively serving the needs of management, compliant to GoJ guidelines and meeting all legal and statutory requirements.
• Oversees and ensures optimum utilisation of financial resources through sound forecasting, analysis reporting and cash management; ensures that all statutory obligations of NET are fully complied with.
• Ensures that all procurement records are maintained according to established guidelines and adequate system of controls are instituted to minimise fraud and impropriety.
• Oversees implementation and use of the Government of Jamaica’s e-GP (electronic Government Procurement) system and ensures staff compliance with system usage.
• Coordinates the development and review of the annual procurement plan in alignment with the operational and strategic goals of NET.
• Leads procurement-related stakeholder engagement strategies to ensure transparency and fair competition in line with GoJ guidelines.
• Monitors procurement risk management strategies, ensuring timely identification and mitigation of procurement-related risks.
• Attends meetings of the Procurement & Contracts; Development; Corporate Governance and Audit, Finance Investment Committees of the Board.
• Individual work plan prepared
• Provides reports for the Board and Board Committees through the office of the Director, Procurement.
• Oversees the contract award process.
• Prepares contracts, collects and secures contract bonds, securities, insurances and other documents/fees relating to the contract ensuring they are kept current and are discharged within the procurement guidelines and the terms of contract.
• Liaises with and provides guidance to other staff members to ensure compliance with the relevant procurement guidelines and contract conditions for payments and other procurement guidelines.
• Monitors the procurement activities of NET to ensure conformity to the Procurement Plan and GoJ Guidelines.
  • Develops appropriate tools and templates to support the efficient execution of the procurement function.
  • Continuously assesses market conditions for goods, works and services procured by NET and makes recommendations to utilize these strategies in response to the market changes and priorities of NET.
  • Serves as an advisor on sourcing and procurement matters and provides support to the Procurement Committee and the Director, Procurement and Executive Director on procurement matters.
  • Conducts cost/value analysis to ensure value for money is consistently achieved on all purchases.
  • Develops and maintains a database of approved suppliers and service providers to facilitate the procurement of routine/standard goods, works and services. 
  • Processes requests for special/exception procurement and advises on the most appropriate action ensuring transactions comply with established standards of transparency and value for money.

Management/Administrative Responsibilities

• Provides appropriate procurement advice to other Units and management on procurement law, policies and procedures.
• Participates in the development of the Operational Plan and work programmes along with other Units.
• Monitors and ensures that effective and up to date procurement records are maintained.
• Prepares and submits periodic, progress and other reports as required for internal and external use to include reports to the Board of the NET, Ministry of Finance and the Public Service (MoFPS) and the Integrity Commission.
• Prepares response to queries and requests for information on procurement activities from the Integrity Commission, MoFPS, MoESYI, as well as Internal and External Auditors.
  • Establishes and maintains effective working relationship with other state agencies/departments/ministries and represents NET on external working groups and committees to facilitate effective collaboration where necessary to advance the work of NET.
  • Monitors and ensures that Procurement practices conform to the Financial Audit Act (FAA) and Government Procurement Law and Guidelines.
  • Reviews procedure for the procurement or works, goods and services carried out by NET.
    • Certifies all Invoices prior to submission to Accounts Unit.
    • Reviews procurement plans of other units and prepares a consolidated procurement plan for the organisation.
    • Prepares budget for the Division
    • Chairs Tender Openings
      • Participates in the evaluation of tenders

PERFORMANCE STANDARDS

• Procurement timelines achieved
• E-GP transactions processed accurately and in compliance with GoJ requirements
• Procurement KPIs monitored and reported monthly with improvements tracked.
• Procurement records maintained in audit-ready format
• Reports submitted to the Director and oversight bodies on time and in the correct format.
• Procurement and sourcing strategy developed within agreed timelines
• Adherence to GOJ procurement policies achieved
• Negotiation conducted and objectives achieved
• Supplier contracts managed
• Supplier performance evaluated 
• Operational plan is prepared within established format, given time frame and supports the strategic objectives of the NET.
• Procurement risks identified and mitigation measures implemented.
• Professionalism and integrity are consistently demonstrated in keeping with the established standards of NET.

• Correspondence and reports are prepared in a timely manner and a high level of accuracy maintained.
• Confidentiality, dependability and tact are consistently displayed in the conduct of duties.

Internal and External Contacts (specify purpose of significant contacts)

Within the National Education NET and the Ministry of Education & Youth

Contacts external to the organisation required for the achievement of the position objectives

REQUIRED KEY COMPETENCIES

Core

• Budgeting and Financial Planning
• Expert knowledge of the GoJ Procurement Law, Regulations, Guidelines and Procedures
• Performance Management and Evaluation
• Plan, organize, strategize and forecast.
• Accurately apply the provisions of the relevant FAA, PBMA and other relevant acts, rules and regulations.
• Interpret and analyse the policies and regulations governing the operations of the NET.
• Prepare, interpret and analyse reports.
• Demonstrate excellent inter-personal and human relations skills.
• Work under pressure to meet strict deadlines.
• Lead and work in teams.

Technical

Knowledge of:

• Government financial and accounting systems.
• GoJ Procurement Act and Regulations
• The FAA Act and related Regulations.
• The Public Bodies Management and Accountability Act and Charities Act.
• The Staff Orders and relevant financial circulars.
• Management accounting systems, policies and procedures.
• Principles and practices of management as well as supervisory management.
• Contract and procurement administration.
• Statutory Compliance

• Sound knowledge of International Anti-Money Laundering and Anti-Terrorism Acts and associated national policies.
• Knowledge of Know Your Partners (KYP) policies and procedures.
• Understanding of  various models of Public Private Partnerships (PPP) including but not limited to: Design – Build  - Finance – Operate (DBFO), Build – Own – Operate ( BOO), Build – Operate – Transfer (BOT), Build – Own – Operate – Transfer ( BOOT).

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Bachelor’s degree in degree in Business Administration, Operations Management, Management Studies, Finance, Public Sector Management or or a related field from a recognized tertiary institution.
• Professional certification in procurement (e.g., CIPS, INPRI Level 4 Certificate, or equivalent)
• Training in Government Financial and Accounting Systems.
• Training in Cost Accounting would be an asset.
• Training in Procurement
• Minimum of five (5) years’ working experience in Procurement, Operations, Financial Management, or Accounting, three (3) of which should be at a senior level.
• Experience with donor-funded procurement and reporting requirements (e.g., World Bank, IDB, EU) is an asset
• Proficiency in using procurement software and the GoJ electronic Government Procurement (e-GP) platform

AUTHORITY

• To recommend strategies leading to maximizing of returns on investments funds.
• To make procurement recommendations to ensure adherence to GoJ Guidelines
• To recommend procurement strategies to ensure minimum time contract execution.
• To access the online Tax Administration of Jamaica profile for NET.
• Recommend disciplinary action in keeping with established human resource policies.

SPECIAL CONDITIONS

• Required to travel during the course of duties.
• Required to work beyond normal working hours at times to meet deadlines.
• Required to possess a valid Driver’s Licence and a reliable motor vehicle.