Senior Procurement Officer

(GMG/SEG 1)

JOB SUMMARY

Under the general supervision of the Director, Human Resource Management and Administration, this position is responsible to execute procurement activities as represented in the Annual Procurement Plan and in accordance with the Government of Jamaica’s Public Procurement Law. 

KEY RESPONSIBILITIES: 

• Support Heads of Division for the Commission’s Annual Procurement Plan to comply the Plan and Budget  submissions.
• Continuously monitor procurement risks and recommend strategies to minimize the Commission’s exposure;
• Prepare SOPs for the procurement of works, goods & services in keeping with the Public Procurement Act 2015 and any amendments thereto; update periodically in collaboration with relevant personnel.
• Monitor the execution of procurement activities as planned to ensure conformity to the Commission’s timelines and the Government of Jamaica’s procurement procedures.
• Review Terms of References, Procurement Specifications and Evaluation Criteria for the procurement and confirm the availability of funds to inform the procurement execution process;
• Manage the tender process to ensure tender documents are prepared using the appropriate Standard Bidding Document; conduct Bidder’s Conferences, where applicable;
• Manage the advertising process for procurement opportunities in keeping with the Public Procurement Act 2015 and any amendments thereto;
• Execute procurements in keeping with the appropriate competition threshold and procurement methodology as indicated in the Public Procurement Act 2015 and any amendments thereto;
• Monitor activities leading up to the close of tenders ensuring responses have been provided to all clarifications received, conduct the tender opening, submit bids received to the evaluation teams and guide tender evaluation teams during the tender evaluation process.
• Manage the approved procurement budget and ensure that the requested spend is in keeping with approved funds;
• Prepares for review by the Director, Human Resources & Administration, all tender reports for the award of contracts for approval;
• Attend Procurement Committee meetings and manage the round robin process if required.
• Liaise with the General Counsel & Corporate Secretary on all contract-related matters, preparation of contracts and service-level agreements
• Manage the Contract Administration process, including the notification of contract award, drafting of contracts/ service-level agreements with approved contractors, signing of contracts and the timely delivery of scheduled activities under the contract;
• Provide the Finance & Accounts Division with copies of contract approvals to include Schedule of Deliverables and Payment Schedule to support the payables processes;
• Follow-up to ensure Purchase Orders are issued and goods/services are received within the agreed timelines; ensure Purchase Orders no longer required are cancelled
• Execute procurements in compliance with the Commission’s procedures and the Public Procurement Act 2015 and any amendments thereto;
• Execute procurements for locally and internationally funded purchases and projects;
• Maintain a database of suppliers/contractors and ensures Supplier/Contractor evaluation forms are completed.  The forms will evaluate the performance, the quality of goods/services/works received and the reliability and suitability for further engagements;
• Maintain an accurate database of supplier bonds and insurances received; ensure that they are returned at the required time; monitor currency;
• Ensure procurement records are up-to-date and procurement records are easily retrieved to facilitate inspection and reviews;
• Execute surveys with stakeholders relating to the goods, services and works acquired by the Commission;
• Represent the Division at meetings, conferences, workshops and seminars, as directed.
• Review quotations received to ensure value for money
• Ensure validation from the requisitioners confirm the delivery of goods and services to ensure compliance with the specifications;
• Develop standard procurement document templates to create efficiency in the procurement process
• Prepare and submit routine procurement and special project reports to the regulatory authorities within the required timelines;
• Prepare drafts responses to internal and external audit queries pertaining to procurement and implement approved recommendations within the agreed timelines;
• Advise on Government’s procurement policies and procedures, and applicable methodologies for their intended purchases;
• Provide guidance to service providers on matters relating to Government’s procurement policies and procedures;
• Conduct procurement training and workshops for key persons in the Divisions;
• Provide support on procurement related matters to the Commission’s representative at relevant meetings as required;
• Update personnel of changes in the Government of Jamaica’s procurement processes and procedures and manage implementation where required;
• In collaboration with the Director, Human Resources & Administration, ensure monthly submission of procurement-related cash flow requirements to the Finance & Accounts Division;
• In collaboration with the Director, Human Resources & Administration, reviews the Standard Operating Procedures from time to time to ensure that it conforms with the Government of Jamaica’s Procurement guidelines;
• Provides periodic procurement updates to the Director, Human Resources & Administration on the status of existing projects activities and their implications, whether positive or negative, on the Commission’s planned programmes;
• Register the Commission on all required sites to facilitate submission of reports and submission of documents for approval, that is Public Procurement Commission and Integrity Commission
• Submit procurements at the Tier 2 and Tier 3 level to the Public Procurement Commission (PPC) for approval/endorsement 
• Undertakes any other duties that may from time to time be assigned by the Director, Human Resources & Administration

PERFORMANCE STANDARDS: 

• Compliance with applicable legislation and regulations, policies and procedures
• Accurate & timely preparation of Procurement Plan
• The appropriate Solicitation documents is used for the procurement
• Purchases conform to procurement guidelines.
• Accurate and timely reports prepared and submitted
• Quality, accurate and timely guidance provided
• Timely uploads to the GoJ e-Procurement portal
• Cost-effective procurement of goods, services and works
• Contract execution monitored and managed
• Timely delivery and management of staff matters
• Stakeholders are effectively engaged

INTERNAL & EXTERNAL CONTACTS 

REQUIRED COMPETENCIES:

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE: 

• First Degree in Public Administration, Business, Management or related field, from a recognized University;
• Three (3) years progressive senior experience in public procurement;
• Certificate in Public Procurement INPRI Level 4
• Certificate in Project Management, would be an asset;
• Experience in Tender Management processes and procedures;
• Experience in GoJ budget preparation processes;
• Proficiency in use of GoJ e-procurement portal

CONDITIONS ASSOCIATED WITH THE JOB 

• Typical Office environment
• Occasional long working hours
• Performing duties while under pressure
• Executing multiple tasks at the same time
• Local travels from time to time

AUTHORITY

 Manages procurement processes, stakeholders and contractors, in keeping with the Public Procurement Act 2015 and any amendments thereto.

Remuneration: Salary Scale $3,501,526.00 – $4,709,163.00 per annum plus gratuity

Application along with detailed Curriculum Vitae should be submitted no later than March 1, 2026.

We thank all applicants, however, only shortlisted candidates will be contacted