Public Procurement Officer

Our client is looking for Public Procurement Officer

Key Responsibility Areas:

To make the necessary arrangements for the purchasing and delivery of goods and services on behalf of the Ministry. 

Request quotations from suppliers for goods and services required and compiles responses for analysis; Assist in the evaluation of quotations received; Investigate, compare and assist, as necessary in the negotiation of purchasing agreements, credit arrangement and service contracts and ensure adherence to the time of the service contracts; Liaise with the Accounts Branch to ensure that payments are made to suppliers in a timely manner; Monitor re-order levels and arrange for stocktaking at appropriate intervals; Co-ordinate the purchasing of supplies for official functions organized by the Ministry; 

To maintain accurate inventory levels of goods as well as purchasing records.

Continuously consult National Contracts Committee listing of qualified suppliers;Maintain inventory at the most cost-effective levels; Establish just in time purchasing/delivery systems, where necessary; Maintain an accurate register of all purchases of goods and services; Place orders for diaries (for the coming year) at least three (3) months in advance;Ensure that all items issued are recorded and signed for and stock levels are reflected in the issuing of diaries are in keeping with actual count; Provide accurate and detailed reports on stock levels to management. 

To co-ordinate official travel arrangements for senior officers of the Ministry.

Contact travel agency to make reservation/confirmation booking for officers travelling overseas on official business; Arrange for tickets to be collected in a timely manner; Procure foreign currency for officers travelling on official business.

OTHER DUTIES AND RESPONSIBILITIES 

Maintains effective working relationships with external and internal stakeholders and ensure that a consistently high level of service is provided to them Attends meetings of Procurement and Contracts Committees on behalf of the Branch Performs any other related duties as directed 

 

Performance Standards:

Quality of goods and services purchased; The extent to which procurement policies/procedures are adhered to; Timeliness and accuracy of inventory levels of goods; Accuracy of purchasing records; Quality of relationship with internal and external clients; Reports meet quality standards and produced within agreed time frame; Confidentiality, integrity and sensitivity displayed in the execution of duties.

 

Required Competencies:

Core Competencies 

Adaptability Compliance Customer and Quality Focus Initiative Integrity Interpersonal Oral Communication Team Work & Cooperation Time Management Written Communication 

Technical/Functional Competencies

Accountability Attention to Detail Goal/Results Oriented Methodical Planning and Organising Problem Solving and Decision-making Procurement Resilience Stress Tolerance Technical Skills Use and Application of Technology 

Key Competencies

Good knowledge of government’s procurement policies and proceduresGood knowledge in purchasing and inventory managementWorking knowledge of the FAA Act

 

Minimum Required Education and Experience

A Diploma in Management Studies, Business Administration or any other equivalent qualifications. At least two (2) years’ experience in purchasing in the government service. 

 

Authority:

Negotiate contracts within established limits for goods and services Certifies suppliers’ invoices for payment Recommend purchasing policies and procedures Recommend acceptance or rejection of suppliers’ proposals Recommend termination of suppliers’ contract Prevent overlapping of contracts. 

 

Specific Conditions associated with the job

Visit suppliers to determine the quality of goods to be procured May be required to work beyond normal working hours and on week ends