Senior Secretary (OPS/SS3) - Procurement Dept

The incumbent is responsible for providing secretarial and administrative duties in accordance with established office standards and procedures

JOB SUMMARY:

The incumbent is responsible for providing secretarial and administrative duties in accordance with established office standards and procedures.

           Key Outputs

• Tender Documents prepared
• Reports prepared and submitted
• Minutes prepared and distributed
• Purchase Orders prepared and submitted
• Meetings arranged
• Filing System maintained
•  

Duties & Responsibilities:

• Establish and maintain an effective filing system; Ensure all correspondence is properly filed and maintained in accordance with the FAA Act
• Provide clerical support under the supervision of the Procurement and Contracts Manager to include copying and data entry.
• Type and collate reports and other correspondence/documents
• Maintain inventory of required stationery and office supplies for section
• Receive and record all incoming mail to Procurement and Contracts Section and record and dispatch outgoing mail
• Provide meeting support as needed (taking minutes, providing correspondence etc.)
• Assist to prepare and submit reports as required and ensure timely submission of all documentation/information relating to procurement as requested by other departments. 
• Assist in ensuring purchasing procedures, including formal contracts and tendering to meet Government and legal requirements.
• Assist in sourcing and purchasing of raw material and equipment for the production process both locally and overseas
• Ensure that prices negotiated with approved suppliers are consistent and are competitive and reasonable.
• Assist with timely preparation and submission of all documents  relating to procurement and contracts as required by respective internal departments.
• Preparation of purchase orders for purchase of goods and services.
• Prepare and coordinate reports on behalf of the Department
• Maintain correspondence loggings system
• Disseminate Tender Documents
• Represent the Procurement Unit at tender closing and opening exercises as recording clerk
• Seal tender boxes at stipulated deadlines
• Ensure that Tenderers sign Bid Receipt Register
• Follow-up with Finance and Accounts Department regarding requested cheques for suppliers;
• Attend meetings as arranged by the Immediate Supervisor.  This includes:
• Assembling and organizing information for meetings
• Preparing and distributing agendas for meetings
• Recording and generating accurate and timely minutes of meetings;
• Distributing minutes of meetings on a timely basis
• Assisting in taking the necessary actions following decisions made at meetings arranged;
• Ensure that all materials handled by the Immediate Supervisor are kept confidential
• Request and distribute stationery within the Department;
• Perform any other related duties that may be assigned from time to time.

PERFORMANCE CRITERIA:

This job is satisfactorily performed when:

• Job functions are performed accurately and submitted by required deadline
• Secretarial standards are strictly adhered to;
• Confidentially, integrity and tact are exercised

(a)          Required skills and Specialized Techniques

Core:

• Excellent customer service and interpersonal skills
• Good oral and written communication skills
• Excellent integrity/ethics exercised in the execution of duties

Functional:

• Excellent time management and organizational skills
• Ability to work under pressure
• Good vision for details
• Excellent resourceful skills
• Excellent time management and organizational skills
• Ability to work on own initiative
• Proficiency in the relevant computer applications
• Sound knowledge of Procurement Policies and Guidelines

Working Conditions

MINIMUM REQUIREMENTS

(b)          Specific knowledge (however acquired) of general procedures

• Comprehensive knowledge of the principles and practices of office practices
• Comprehensive knowledge of secretarial practices
• Sound knowledge of procurement methods and procedures

(c)          Qualification & Experience

• Diploma in Management Studies or any other diploma from the Social Sciences
• Certificate in secretarial studies from a recognized institution
• Certificate in Government’s Procurement Policy, Procedures and Guidelines
• Two (2) years’ experience in the specified area

Liaises with:

(a)  Internally:                           All members of staff

(b)   Externally                          Suppliers

REMUNERATION

Basic Salary: $1,711,060.00 - $2,301,186.00 per annum