Public Procurement Administrator (GMG/AM 2)
Job Purpose
Under the general supervision of the Director 3, Public Procurement (GMG/SEG 3), the Public Procurement Administrator (GMG/AM 2) is responsible for providing the necessary support by offering complete secretarial/administrative support. This includes first point of contact, time management, correspondence disposition and resolution.
Key Responsibilities
1. Co-ordinates reports on behalf of the AGD by:
2. Preparing reports for submission to the Ministry of Finance and the Public Service, Office of the Contractor General and the PPC;
3. Assisting with the preparation of Monthly Report for submission.
4. Maintains records in accordance to the FAA Act, etc., by:
5. Organizing and maintaining filing system;
6. Maintaining a correspondence loggings system.
7. Disseminates in a timely manner, all incoming and outgoing correspondence;
8. Co-ordinates meetings by:
• Arranging Department and Procurement Committee Meetings
• Disseminating relevant documents for meetings
• Recording and generating accurate and timely Minutes of meetings;
9. Makes travel arrangements for AGD officers;
10. Organizes all purchasing documents;
11. Ensures that all Purchase Requisitions and Travel Requisitions are channeled through the proper system before typing the Purchase Orders;
12. Ensures all necessary information for the processing of Purchase Requisitions and Travel Requisitions are in place e.g. prices, quotations, necessary signatures are affixed. If necessary, returns to originating Department of Purchase Requisition for authorized signature or other information required;
13. Assists with compiling data to prepare Purchase Orders;
14. Ensures that all Purchase Orders are typed;
15. Assists to expedite movement of Purchase Orders from suppliers.
16. Communicates with all levels of staff regarding the movement of Requisitions and Purchase Orders;
17. Assists users with preparing Purchase Requisitions correctly;
18. Maintains proper records management for Purchase Requisitions, Purchase Orders and C.O.D. letters;
19. Prepares Purchasing document for dispatch to suppliers; stamps, records and sends Purchase Order requiring GCT exemption to Tax Administration Jamaica;
20. Ensures that copies of Purchase Requisitions are dispatched to the correct Department;
21. Assists suppliers to locate invoices that have been submitted for payment;
22. Prepares C.O.D. letters and uniform allowance letters, makes records in the required books and takes them to the relevant Accounts Department;
23. Follows up on C.O.D. letters, ascertains re-preparation of cheques and returns the appropriate documents to the Accounts Department when the goods are supplied or the services are provided;
24. Answers the telephones, screen calls and directs callers to the appropriate person or uses initiative to assist callers, where possible;
25. Attends to the suppliers when they come to collect orders or makes inquiries re orders and orders that are not collected or dispatched by Messenger or the post;
26. Assists with taking information from shipping agents, receiving shipping documents from courier services and delivering them to the Custom Broker;
27. Receives cheques from the Accounts Department for overseas suppliers and sends via courier service to the respective suppliers or makes contact with the persons requesting the information as to the means by which suppliers are to get orders and cheques;
28. Performs other related tasks as required by the Director 3, Public Procurement.
Expiry Date
Job Description
