Home › Tenders › TERMS OF REFERENCE – Procurement Officer

TERMS OF REFERENCE – Procurement Officer

CORNWALL REGIONAL HOSPITAL REHABILITATION PROJECT BACKGROUND

Cornwall Regional Hospital is located in Mount Salem, Montego Bay. The Cornwall Regional Hospital is one of the only two type ‘A’ Hospitals in Jamaica and they provide the highest level of
specialized health care. This facility is presently being rehabilitated of which procurement is a vital role.

 

1.0 ROLE SUMMARY

The Procurement Officer, under the general direction of the Procurement Specialist/Consultant will be assigned responsibility for supporting the execution of procedures for the timely and cost effective procurement of goods, works and services in accordance with the GoJ’s stated procurement policies, procedures, and guidelines, The Procurement Officer will mainly be responsible for:

  • Maintaining the appropriate procurement and contract management systems in accordance with the applicable GOJ and Project requirements;
  • Supporting the bidding, evaluation, selection, and contract management processes;
  • Assisting the Procurement Specialist/Consultant/ Project Implementation Unit’s Project Manager with monitoring project activities to meet the stipulated project objectives, transparency and accountability requirements as they relate to the planned expenditure;
  • Providing technical advice and assistance to the Procurement Specialist/Consultant/ Project Implementation Unit’s Project Manager as required;
  • Preparing procurement, annual, special and other reports as necessary;
  • Preparing Bid Documents
  • Preparing Bid Documents and Submissions to the Procurement, Sector, Public Procurement Commission Committees and Cabinet
  • Prepare Contracts as per award approvals

 

2.0 SCOPE OF WORK

The scope the work to be performed by the Procurement Officer will include:

  • Collaborating with the Procurement Consultant to support the preparation of the necessary Procurement Plans, ensuring that activities timelines are compatible with work priorities, objectives and timelines, taking into account the most effective use of resources.
  • Coordinating with the Procurement Specialist/Consultant/ Project Implementation Unit’s Project Manager to prepare weekly, monthly and quarterly updates of the procurement plan.
  • Supporting the bidding evaluation and selection process for the procurement of goods and services including:
  • Preparing Expressions of Interest, procurement notices, and bidding documents.
  • Liaising with required authorities for advertising and preparing appropriate documents to be placed on the GoJEP Platform and Ministry of Health and Wellness’ website as well as on any other sites, as required.
  • Managing the publication of procurement opportunities on national and international media (i.e. Development Business).
  • Serving as point of contact for the procurement team for stakeholders.
  • Organising and preparing relevant documents for procurement opening minutes.
  • Assisting with the evaluation exercise ensuring compliance with the procurement guidelines and timely conclusion to the process.
  • Assisting with the preparation of communication to the Head of Entity and other regulatory/oversight bodies.
  • Providing technical support as necessary to ensure speedy and timely completion of the contracting process.
  • Maintaining records of all processes in compliance with procurement guidelines
  • Supporting the contract award and management process for the procurement of goods and services including but limited to the following:
  • Assisting in the preparation and presentation of proposals for contract awards to Procurement Committee and represent the Project where necessary in the contract award approval processes of the Sector Committee, National Contracts Commission and Cabinet
  • Assisting with contract negotiations and preparation of contracts.
  • Maintaining and utilizing the purchase order systems.
  • Monitoring contract timelines and maintaining records of contract management activities through establishment of a system of contract management.
  • Monitoring executed contracts through contract completion, liaising with the Procurement Specialist/Consultant to ensure payments/disbursements projections and payments are accurate.
  • Monitoring the performance of all service providers, suppliers of goods and works contractors;
  • Facilitating the settlement of disputes, if any, under contracts with contractors and follow up on shortages and defective supplies/services /works that are in breach of contract provisions;
  • Assisting in the review of terms of references for consultants and product specifications for works, goods, equipment and other services required for the implementation of project activities ensuring they are in accordance with the rules and regulations.
  • Assisting in coordinating procurement activities utilising the Government of Jamaica’s Electronic Procurement system.
  • Maintaining an up-to-date registry of consultants hired and goods and service purchased under the proj ect.
  • Continuously monitoring procurement activities to ensure that they remain within established
    timelines and that Project milestones are in alignment with approved procurement schedule.
  • Maintaining appropriate files of procurement functions and provide information as needed by the Executing Agency and the Bank.
  • Maintaining and adhering to procurement and contract management internal control systems.
  • Assisting in providing procurement training and guidance to the staff with a view to ensuring compliance with GOJ and funding agency procurement guidelines and avoiding mis­procurement;
  • Assisting the Procurement Specialist/Consultant in preparing for, and hosting key project events such as:
  • Periodic portfolio review meetings between the Project and the relevant stakeholders.
  • Mid-term evaluation.
  • Final evaluation
  • The Project Completion Report (PCR)
  • Assisting in ensuring that appropriate communication and knowledge management systems are in place within the project team and with other internal or external entities to facilitate the sharing of relevant information in an accurate and timely manner.
  • Executing other tasks and special assignments as required to enable transparent, efficient and timely implementation of procurement activities and program deliveries including responding to audit queries.
  • Performing any other duties that may be assigned by the Procurement Specialist/Consultant

 

3.0 DELIVERABLES

  • Procurement Plan (monthly and quarterly update)
  • Contracts Prepared
  • Contracts Register established and maintained.
  • Procurement Reports.
  • Monthly Reports.
  • Progress Reports and Briefs
  • End of Supplier Contract Reports.
  • Procurement Documents –
  • Terms of Reference, Scope of Works Requirements and/or specifications prepared,
  • Procurement Notices, Request for Proposals, Bidding Documents for goods, Services and works or a combination of all three for all purchases under project or as directed by the Procurement Consultant/Consultant Project Manager
  • Preparation of submissions to the Procurement, Sector and Public Procurement Commission Committees
  • Preparation of Contracts
  • Represent the Ministry at the Procurement, Sector and Public Procurement Committees
  • Minutes of procurement evaluation meetings
  • Procurement Proposals including contract award recommendations.
  • Activity/Procurement Files established and maintained 100% of the time

 

4.0 SUPERVISION

The Procurement Officer will report directly to the Project Procurement Specialist/Consultant.

 

5.0 PERFORMANCE STANDARDS

  • Key deliverables are produced within agreed time frames to required standards
  • Procurement of materials and services complies with guidelines established by GOJ and relevant funding agency.

 

6.0 EVALUATION

The Procurement Officer will be required to complete an annual evaluation, which shall be conducted at the end of each contract anniversary year. The evaluation will seek to establish the performance of the Procurement Officer in the execution of the contract over the period.

 

7.0 CHARACTERISTICS OF THE ASSIGNMENT

Reporting Relationships:  The consultant will report to the Procurement Consultant/Specialist. All deliverables and/or reports will be reviewed and approved by The Procurement Specialist/Consultant

Nature of the Assignment: The assignment is purely on a contractual basis. This contract will be for one (1) year in the first instance, and may be considered for extension based on satisfactory performance.

Level of effort: Full time level of effort, Mondays through Fridays. Some weekend or evening hours may be necessary. The Officer is required to be in office daily during the execution of the functions and may be called upon as is necessary whilst out of office.

This role routinely uses standard office equipment such as computers, phones, photocopiers, filing, cabinets and fax machines.

Duration of Contract: Twenty-Four months (24) months.

Location:  Kingston, Jamaica – travel may be required to other Government entities within and outside  the Kingston Metropolitan Area and the Cornwall Regional Hospital

Type of Consultancy: Individual.

Type of Contract: Payments made in equal monthly instalments based on the delivery of monthly reports and meeting the deliverables as outlined monthly.

Financing Arrangements:   Consultancy payments will be made through the Ministry of Health and Wellness approved budget.

 

8.0 MININUM QUALIFICATION AND EXPERIENCE

The incumbent must meet the minimum required qualifications as detailed below or based on equivalency. Equivalency decisions are made on the basis of a combination of education and experience that would provide the required knowledge and abilities.

 

8.1 EDUCATION

  • First Degree in Business Administration, Management Studies;
  • Training/Certification in Procurement and Contract Management is a plus.
  • Must have working knowledge of procurement policies, practices and procedures of the Government of Jamaica as well as good knowledge of the institutional, technical and legal aspects of public procurement.
  • Excellent knowledge of Government of Jamaica’s Procurement Policies Procedures, and
  • Knowledge of the Financial Administration and Audit Act.
  • Knowledge of accounting procedures surrounding procurement activities.

 

8.2 EXPERIENCE

  • At least five (5) years in government procurement management with responsibility for purchasing, procurement and contract management activities.
  • At least five (5) years experience in preparing submissions to the Procurement, Public Procurement Commission, Sector Committees and making representation at that level
  • At least 2 years experience in assisting in the preparation of Cabinet Submissions and making representation at that level
  • Proven experience in leading goods, works, non-consulting or consulting services procurements via the various approved methodologies and bidding procedures of the GoJ.
  • Proven track record of working effectively within multi-disciplinary teams.

 

8.3 REQUIRED COMPETENCES

  • Ability to work in in a team
  • Ability to relate with varied levels of targeted audiences;
  • Strong attention to detail and thoroughness in work product
  • Working knowledge of purchasing principles and practices and inventory management;
  • Flexible, works independently, resourceful, meets deadlineS and works well under pressure;
  • Proficiency in use of Microsoft Office Suite and other relevant computer applications and Systems;
  • Excellent oral and written communication skills;
  • Strong problem solving, analytical, and decision making skills;
  • Good planning and organizing skills;
  • Must have good experience of Procurement Planning and Contract Administration.

 

OTHER REQUIREMENTS

  • A valid driver’s license and owns a reliable motor vehicle;
  • Willingness to work beyond normal working hours and on weekends, whenever the need arises

 

Expressions of interest in the form of an application letter and Curriculum Vitae must be addressed as stated below delivered to the address below (in person, or by mail, or by fax, or by e-mail) by July , 5 2023. The detailed Terms of References are available on the website of the Ministry of Health and Wellness at https://www.moh.gov.jm.

 

THE PROJECT MANAGER
CORNWALL REGIONAL HOSPITAL REHABILITATION PROJECT
Ministry of Health and Wellness
10-16 Grenada Way
Kingston 5, Jamaic a W.I.
E-mail: annika.andrews@moh.gov.jm  

 

We thank all applicants however please note only shortlisted candidates will be contacted