Public Procurement Administrator

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 RADA by: 

2. Preparing reports for submission to the Ministry of Finance and the Public Service, Office The Integrity Commission of the Contractor General and the Public Procurement Commission (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 RADA officers; 

10. Organizes all purchasing documents; 

11. Ensures that all Purchase Requisitions and Travel Requisitions are channelled 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 Cash on Delivery (C.O.D) payments; 

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, 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. 

Required Knowledge, Skills and Competencies 

Core: 

1. Sound oral and written communication and interpersonal skills 

2. Good organizing skills 

3. Ability to take own initiative and be a self-starter 

4. Ability to maintain confidentiality 

5. Good command of the English Language 

6. High degree of integrity and diplomacy 

Minimum Required Qualification and Experience 

1. Diploma in Business Administration/Management Studies/Accounting or any other related field; 

   Inpri Level 1 certification is a definite asset

2. One (1) year’s working experience in the related field. 

Special Condition Associated with the Job 

1. Participation in retreats/meetings outside of normal working hours may be required from time to time.