Job Information
Public Procurement Administrator (Level 4)
Company Information
Job Information
Company
Government of Jamaica
Website
http://bit.ly/GOJJobListing
Contact Name
Office of the Services Commission
Contact Email
communications@osc.gov.jm
Job Type
Full-time
Department
Executive Agency
Category
Procurement
Posted
07-10-2024
Job Status
Start Publishing
07-10-2024
Stop Publishing
18-10-2024
[Kingston,Jamaica ]
Description
Applications are invited to fill the following vacant post in the National Fisheries Authority: Public Procurement Administrator (Level 4), salary range $2,190,302 - 2,945,713 per annum.
Job Purpose
The Public Procurement Administrator is responsible for providing the necessary support by offering complete secretarial/administrative services. This includes first point of contact, time management, correspondence, and document disposition and resolution.
Key Responsibilities
Technical/Professional:
- Organizes, maintains and updates filing system, electronic and manually;
- Maintains correspondence/document logging system;
- Co-ordinates/prepares external reports for the Ministry of Finance and the Public Service, Integrity Commission; Public Procurement Commission and any other entity, as required;
- Assists with co-ordinating/preparing internal reports: monthly, quarterly and any other report, as required as per MOF standards;
- Disseminates all incoming and outgoing correspondence promptly;
- Co-ordinates meetings for Branch, Procurement Committee and others, as directed.
- Disseminates documents for meetings;
- Records and generates accurate Minutes for meetings; disseminate Minutes in a timely manner;
- Organizes all procurement documents.
- Ensures that purchase requisitions are channelled through the proper system before printing purchase orders;
- Ensures all necessary information for the processing of Purchase Requisitions is in place e.g. prices, quotations, and necessary signatures are affixed. If necessary, return to the originating Unit/officer for authorized signature or other information required;
- Assists with compiling data to prepare Purchase Orders;
- Assists in expediting the movement of purchase orders and other contract documents to suppliers;
- Communicates with all levels of staff regarding the Purchase Orders and other documents;
- Assists users with preparing Purchase Requisitions correctly;
- Maintains proper records of Purchase Requisitions, Purchase Orders, and other documents;
- Prepares procurement documents for dispatch to suppliers;
- Follows up on the timely administration of suppliers' invoices that have been submitted for payment, where there are challenges or constraints, advise the manager forthwith;
- Follows up to ascertain the preparation of payments and return the appropriate documents to the Finance and Accounts Branch when the goods, services or works are satisfactorily completed;
- Answers the telephones, screens calls and directs callers to the appropriate person or use initiative to assist callers, where possible;
- Attends to suppliers when they make inquiries for orders and orders that are not collected are dispatched by the bearer;
- Assists with taking information from shipping agents, receiving shipping documents from courier services, and delivering them to the customs broker;
- Liaises with the Finance and Accounts Branch to ensure payments for overseas suppliers are addressed timely; makes contact with the persons requesting payment information and provides it, as needed;
- Collects information from shipping Agents, receiving shipping documents from courier services and delivers to custom Brokers;
- Prepares letters of award and vendor/supplier contracts for dispatch to supplier for review and signing;
- Performs any other related duties that may be assigned from time to time.
Required Knowledge, Skills, and Competencies
Core:
- Good oral and written communication skills;
- Integrity;
- Good interpersonal skills;
- Good problem-solving and decision-making skills;
- Strong judgment and analytical thinking skills;
- Good planning and organizing skills;
- Ability to use own initiative.
Technical:
- Knowledge of the Procurement act 2015 and GOJ Public Procurement Regulations;
- Knowledge of the Fisheries Act 2018 and other relevant legislation, policies, guidelines of the National Fisheries Authority;
- Proficiency in the use of relevant computer applications.
Minimum Required Qualification and Experience
- Diploma in Business Administration/Management Studies/Accounting or any other related field;
- One (1) year working experience in the related field.
Special Condition Associated with the Job
- May be required to work beyond normal working hours, on weekends and public holidays
Applications accompanied by detailed résumés, including the names of two (2) referees, should be submitted no later than Thursday, 17th October 2024 to:
Senior Director
Corporate Services Division
National Fisheries Authority
2c Newport East
Corporate Services Division
National Fisheries Authority
2c Newport East
Kingston 11
Email: fisherieshr@moa.gov.jm
Please note that only shortlisted applicants will be contacted.
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