PUBLIC PROCUREMENT ADMINISTRATOR

(LEVEL 4)

 The incumbent will report to the Manager Public Procurement.

Job Purpose

Under the general supervision of the Manager Public Procurement, the Public Procurement Administrator is responsible for providing complete administrative support, including first point of contact, time management, correspondence disposition and resolution.

Key Responsibilities:

Management/Administrative Responsibilities

• Assists with the preparation of the Unit’s Monthly Report on activities.
• Coordinates reports on behalf of the Agency for submission to the Ministry of Finance, the Integrity Commission and the Public Procurement Commission.
• Maintains records in accordance with the Public Procurement Act (2015), the Public Procurement Regulations (2018) and the FAA Act and Instructions.
• Organizes and maintains an accurate filing system.
• Maintains a correspondence log-in system,
• Disseminates all incoming and outgoing correspondence in a timely manner.
• Assists with coordination meetings of the Public Procurement Unit, Procurement Committee and Evaluation Committees and dissemination of related documents.
• Assists with recording and generation of accurate and timely minutes for meetings.
• Responsible for organizing all purchasing documents.
• Ensures that all Purchase Requisitions are channelled through the proper system before generating purchase orders for approval.
• Ensures that all necessary information for the processing of Purchase Requisitions are in place e.g. quotations and the necessary signatures being affixed before submission for approval.
• Assists with the preparation of Purchase Requisitions to facilitate generation of Purchase Orders.
• Submission of purchase orders from the organization to the Supplier.
• Communicates with all levels of staff regarding the movement of Requisitions and Purchase Orders.
• Maintains proper records management for Purchase Requisitions, Purchase Orders and COD letters.
• Follows up on C.O.D. letters, preparation of cheques and the return of the appropriate documents to the Accounts department when goods are supplied or services are provided.
• Assists with maintaining the Contracts and Warranty Logs.
• Assists with maintaining the Electronic Inventory/Register of Bids, and updates as required.
• Assists with Tender opening and closing activities.
• Assists with the recording of Bids in Tender opening meetings.
• Provides clerical support for Tender Evaluation Committee meetings.
• Answers and screens telephone calls, in order to direct callers to the appropriate personnel.
• Uses initiative to assist callers where possible.
• Performs other similar and related tasks, as required

Minimum Required Qualifications and Experience:

• Diploma in Business Administration, Management Studies, Accounting, OR  Supply Chain Management OR any other related field.
• One year’s related work experience.

A letter of application accompanied by a Résumé should be submitted no later than May 22, 2023 to jobapplications@nla.gov.jm for the attention of:

The Director, Human Resource Management & Development

National Land Agency

8 Ardenne Road

Kingston 10

We appreciate all responses but only short-listed applicants will be contacted.