WebsiteMinistry of National Security
Creating a Safer Jamaica
The Ministry of National Security invites applications from suitably qualified candidates to fill the post of:
Public Procurement Officer (GMG/AM 3) –Vacant Corporate Services Directorate – Public Procurement Branch
Job Purpose
The Procurement Officer under the general supervision of the Director, Public Procurement is to assist in the procurement process required for the acquisition of goods and services essential for the operation of the MDA. The incumbent will ensure that all procurements are conducted in accordance with the Government of Jamaica procurement guidelines and procedures (Public Procurement Act 2015).
The duties and responsibilities include but are not limited to the following:
Key Responsibilities
Prepare tender notices and advertisements.
Prepare RPQ for goods, general services and minor works.
Obtain quotations/tenders from appropriately qualified suppliers.
Represent Procurement Unit at Tender closing and opening exercises as Tender Officer.
Maintain Procurement records in good order to facilitate audit and other reviews.
Prepare Quarterly Contracts Award report to be submitted to the Contractor General’s Office (QCA Report).
Maintain a data base of all bonds and insurances and ensure that they are current all times and take responsibility for the safe keeping and return of all relevant documents.
Preparing and reviewing technical specifications in collaboration with stakeholders, refining terms of reference (TOR) and preparing request for proposals (REP) and bidding documents.
Reviewing and evaluating proposals and 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 PRFs 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 mandated procurement procedures.
Maintaining procurement filing system in a systematic manner.
Receives compiles and processes purchase requisition forms for all wards and departments for the procurement of goods.
Maintaining list of vendors and contractors supplying various items and services.
Liaison with service contractors to ensure that service to office and medical equipment are being affected as agreed.
Development and executing 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 ordered have been received, examine the condition of materials received and recommend invoices for payment.
Maintaining procurement records such as items or services purchased costs, delivery, product quality or performance and inventories, compiling data on these for internal monthly reports.
Ensure all completed Purchase Orders are taken to the general consumption tax office to be zero-rated.
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.
Prepare reports of and for procurement meetings.
Specific Knowledge & Skills Required
Extensive knowledge of Government Procurement Guidelines and procedures
Knowledge of contract administration;
Strong interpersonal and time management skills;
Good planning and organizational skills;
Knowledge of general office administration, systems, processes and practices;
Good report writing skills;
Working knowledge of the Finance, Administration and Audit Act (FAA Act);
Proficiency in using Microsoft Office Suite (Excel, Word, Power Point, Access, Publisher, Outlook)
Good written and oral communication skills;
Ability to research and evaluate technical proposals and recommend contract for award.
Minimum Qualification and Experience
Diploma in Public Administration, Management Studies, Accounting or any related field
At least three (3) years’ experience in procurement in the government service including preparation of tenders and negotiation of contracts for goods and services;
Training in GOJ Procurement Policies and guidelines would be a distinct asset.
Experience in analyzing asset movements and inventory management.
Special Condition Associated with the Job
Critical deadlines for completion of duties assigned
May be required to work beyond the normal working hours
May be required to work on weekends and public holidays
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