Public Procurement Administrator 2 PIDG/RIM 2 (Band 4)

Salary Range: $1,711,060 - $2,301,186 per annum

JOB PURPOSE

Under the general supervision of the Director, Procurement, the Public Procurement Administrator 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 OUTPUTS

• Letters, reports, circulars, minutes and other correspondence are typed 
• Purchase Orders are correctly typed & dispatched
• Filing system updated
• Queries of customers/visitors/callers to the unit are received and referred/attended
• Response to routine matters are prepared and dispatched 
• Advice and technical support provided

KEY RESPONSIBILITY AREAS

• Coordinates reports on behalf of the Branch: 

• Prepares reports for submission to the Ministry of Finance, Office of the Contractor General and the PPC;
• Assists with the preparation of monthly report for submission 

• Maintains records in accordance to the FAA Act, etc.: 

• Organises and maintains filing system 
• Maintains correspondence loggings system 

• Disseminates in a timely manner all incoming and outgoing correspondences 
• Coordinates meetings: 

• Arrange Department and Procurement Committee meetings 
• Disseminate relevant documents for meetings 
• Record and generate accurate and timely minutes for meetings 

• Makes travel arrangements for the Branch’s officers 
• Organises all purchasing documents. 
• Ensures that all Purchase Requisitions and Travel Requisitions are channeled through the proper system before typing the purchase orders. 
• 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 return to originating department of Purchase Requisition for authorised signature or other information required. 
• Assists with compiling data to prepare Purchase Orders. 
• Ensures that all Purchase Orders are typed. 
• Assists to expedite movement of purchase orders from the Ministry to the Suppliers. 
• Communicates with all levels of staff regarding the movement of Requisitions and Purchase Orders.
• Assists users with preparing Purchase Requisitions correctly. 
• Maintains Proper records management for Purchase Requisitions, Purchase Orders, and C.O.D. letters. 
• Prepares Purchasing document for dispatch to suppliers, stamps, records and sends Purchase Order requiring GCT exemption to GCT office. 
• Ensures that copies of Purchase Requisitions are dispatched to the correct Department.
• Assists Suppliers to locate invoices that have been submitted for payment. 
• Prepares C.O.D. letters and uniform allowance letters, make records in the required books and take them to the relevant Accounts department. 
• Follows up on C.O.D. letters, ascertain re-preparation of cheques and return the appropriate documents to the Accounts department when the goods are supplied or he services are provided. 
• Answers the telephones and screen calls and direct callers to the appropriate person or use initiative to assist callers where possible. 
• Attends to the suppliers when they come to collect orders or make inquiries reorders and orders that are not collected are dispatched by messenger or the post. 
• Assists with taking information from Shipping Agents, receiving shipping documents from courier services and delivering them to the Custom Broker. 
• Receives cheque from the Accounts Department for overseas suppliers and sends via courier service to the respective suppliers or make contact with the persons requesting the information as to the means by which suppliers are to get orders and cheques. 
• Performs other similar and related tasks are required. 

REQUIRED COMPETENCIES

Functional/Technical Competencies

• Good knowledge of the Government Public Procurement Act 2015 & Regulations
• Good knowledge of the Finance, Administration and Audit (FAA) Act
• Good Knowledge of Procurement Guidelines
• Ability to research and evaluate technical proposals and recommend contracts for award
• Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems

Core Competencies

• Oral and written communication skills
• Initiative
• Problem solving and decision making
• Integrity
• Teamwork and cooperation
• Interpersonal skills

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Diploma in Public Administration/Management Studies/Accounting or any other related field
• At least one (1) year’s working experience in the related field

Applications accompanied by résumés should be submitted via email to This email address is being protected from spambots. You need JavaScript enabled to view it. no later than Monday, December 9, 2024 to:

Director, Human Resource Management and Development

Ministry of Culture, Gender, Entertainment and Sport

4-6 Trafalgar Road

Kingston 5

We thank all applicants for their expressions of interest, however only short-listed candidates will be contacted.