Public Procurement Officer (Kingston, Jamaica) - Local Government Services Commission

Vacancy

Public Procurement Officer

Applications are invited from suitably qualified persons to fill the position of Procurement Officer in the Manchester Municipal Corporation.

Job Purpose

The Procurement Officer, under the general supervision of the Director 1, Public Procurement, is to assist in the procurement processes required for the acquisition of goods and services essential for the operation of the Corporation. The incumbent will ensure that all procurements are conducted in accordance with the Government of Jamaica procurement guidelines and procedures (Public Procurement Act 2015).

Key Outputs

• Tender documents prepared and posted.
• Bids evaluated.
• Requisitions/purchase orders authorized.
• Goods and services procured in accordance with procurement policies/guidelines.
• Reports produced.
• Inventory levels maintained.
•  Plans and Budgets prepared.

Key Responsibilities

• Preparing tender notices and advertisements.
• Preparing RFQ for goods, general services and minor works.
• Obtaining quotations/tenders from appropriately qualified suppliers.
• Representing the procurement unit at tender closing and opening exercises as tender officer.
• Maintaining procurement records in good order to facilitate audit and other reviews.
• Preparing Quarterly Contracts Awards report to be submitted to the contractor General's Office (QCA Report).
• Maintaining a database of all bonds and insurances and ensure that they are current at all times and take responsibility for the safe keeping and return of all relevant documents.

Procurement Process Management

• Preparing and reviewing technical specifications in collaboration with stakeholders, refining terms of reference (TOR) and preparing requests for proposals (REP) and bidding documents.
• Reviewing, evaluating on bids received and assisting with the process of engaging consultants and suppliers.
• Preparing and reviewing TORs and bidding documents for all required procurement activities.
• Liaising with relevant departments and stakeholders to have REPs and bidding documents prepared, approved and issued in a timely manner according to the approved budget.
• Managing the advertising process for procurements, procurement correspondence, bid receipt, and bid opening in strict accordance within mandate procurement procedures.
• Maintaining procurement filing systems in a systematic manner.
• Receiving compiles and processes purchase requisition forms for all departments for the procurement of goods.

Vendor Management

• Maintaining list of vendors and contractors supplying various items and services.
• Liaising with service contractors to ensure that service to office and medical equipment are being affected as agreed.
• Developing and executes measurement tools to accurately gauge vendor's performance (quality delivery time's etc) and communicate results internally and externally as necessary.
• Checking invoices to ensure correct price, follow through to ensure that materials orders have been received, examine the condition of materials received and recommend invoices for payment.
• Maintaining procurement records such items or services purchased costs,delivery, product quality or performance and inventories, compiling data in these for internal monthly reports.
• Ensuring all completed purchase orders are taken to the general consumption tax office to be zero-rated.

Procurement Reporting

• Monitoring and reporting the procurement implementation status and progress as required.
• Following up with relevant government agencies to obtain the approval of proposed contract awards in a timely manner.
• Preparing reports of and for procurement meetings.

Performance Standards

• Goods and services procured in accordance with quality requirements and financial guideline/regulations.
• Procurement of goods and services carried out in accordance with Government Procurement Guidelines.
• Stock levels of goods are maintained in accordance with established procedures.
• Accurate record keeping.
• Accurate reports are generated and submitted within the agreed time frame.
• Bid documents prepared in accordance with specifications.
• Tenders opening conducted in accordance with established standards.

Special Conditions Associated With the Job

• Pressured working conditions with numerous critical deadlines.
• Long hours of work including weekends and public holidays.

Required Competencies

Technical

• Extensive knowledge of Government Procurement guidelines and procedures.
• Excellent knowledge of contract administration.
• Ability to research and evaluate technical proposals and recommend contracts for awards.
• Knowledge of office management principles, practices and procedures.
• Excellent knowledge of Accounting practices as applied to procurement procedures.
• Working knowledge of computer applications.

Core

• Integrity
• Communication Skills
• Interpersonal relations
• Team work and cooperation 
• Initiative
• People Management Skills
• Problem Solving and decision-making skills
• Time Management Skills

Required Qualifications and Experience

• Diploma in Public Administration/Management Studies/Accounting or any other related field.
• Three (3) years' procurement experience, in a similar position.

Applications and resume along with names and addresses of two (2) reference should be addressed to:

Secretary

Local Government Services Commission

Ministry of Finance and Planning Complex

2nd Floor, "G" Block

30 National Heroes Circle, Kingston 4.

Deadline for Applications: Friday, May 6, 2022.

Please note that shortlisted candidates will be contacted.