Salary range: $1,550,136 – $2,084,761 per annum
JOB PURPOSE
Under the general supervision of the Senior Public Procurement Officer, the Public Procurement Administrator is responsible for providing support by offering complete administrative support. This includes first point of contact, time management, correspondence disposition and resolution.
KEY OUTPUT
- OCG, Cost Overrun Variation and Emergency Reports prepared and submitted;
- Initiation forms prepared;
- Purchase orders prepared;
- Incoming tasks recorded;
- Correspondences prepared and disseminated;
- Meetings organized;
- Minutes prepared;
- Filing system updated and maintained;
- Purchase requisitions checked;
Key responsibility areas
- Prepares and submits to the Senior Director, Public Procurement, Office of the Contractor General, Cost Overrun Variation, Public Procurement Commission and Emergency Reports for assigned team;
- Prepares Initiation forms;
- Assists with the preparation of monthly reports for assigned team;
- Maintains records in accordance to the FAA Act, etc;
- Organizes and maintain an efficient filing system;
- Maintains correspondence loggings system;
- Disseminates in a timely manner all incoming and outgoing correspondences;
- Organizes team and Procurement Committee assigned team meetings and ensures all relevant documents are disseminated;
- Records and generates Minutes for meetings for assigned teams;
- Organizes all purchasing documents;
- Ensures that all Purchase Requisitions are channeled through the proper system before preparing purchase orders;
- Ensure all necessary information for the processing of Purchase Requisitions are in place e.g. prices, quotations, and necessary signatures are affixed. (Where necessary, return to the originating department of Purchase Requisition for authorized signature or other information required);
- Assists with compiling data to prepare Purchase Orders;
- Ensures that all Purchase Orders are typed and prepared;
- 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;
- Stamps, records and dispatches purchase orders to suppliers;
- Ensures that copies of Purchase Requisitions are dispatched to the correct Division/Branch/unit;
- Answer the telephones and screen calls and direct callers to the appropriate person or use initiative to assist callers where possible;
- Attend to the suppliers when they come to deliver orders, assist the drivers with collecting orders for pick-up and make inquiries regarding re-orders and orders that are not collected are dispatched;
- Prepares individual workplan in alignment with the operational plan of the Branch;
- Perform other similar and related tasks are required.
Technical
- Prepares and submits to the Senior Director, Public Procurement, Office of the Contractor General, Cost Overrun Variation, Public Procurement Commission and Emergency Reports for assigned team;
- Prepares Initiation forms;
- Assists with the preparation of monthly reports for assigned team;
- Maintains records in accordance to the FAA Act, etc;
- Organizes and maintain an efficient filing system;
- Maintains correspondence loggings system;
- Disseminates in a timely manner all incoming and outgoing correspondences.
Minimum Required Education and Experience
- Diploma or Certificate in Supplies Management or equivalent from a recognized tertiary institution;
- Two (2) years’ experience working in a related area.
Kindly visit the Ministry of Health & Wellness’ website (www.moh.gov.jm) for the detailed Job Description.
Applications with résumés are to be submitted no later than Friday, December 15, 2023, to:
Senior Director
Human Resource Management & Development
Ministry of Health & Wellness
10A Chelsea Avenue
Kingston 10
The Ministry of Health & Wellness thanks all applicants for their interest; however, please note that only short-listed candidates will be contacted.