Procurement Officer

POSITION/TITLE:                    Procurement Officer CLASSIFICATION:                   GMG/SEG 1 DEPARTMENT:                        Accounts REPORTING RELATIONSHIP: Reports to  the Bursar ROLES & CORE FUNCTIONS: Internally                                                        2. Externally Principal                                                      a.    Contractor General's Department Bursar                                                          b.   Ministry of Finance & Planning Internal Auditor                                          c.   Ministry of Education, Youth Procurement Committee                                   and Information Inventory Clerk                                           d.   Suppliers/Vendors All members of staff                                    e.   Haulage Contractors f.   Custom Broker (s) MAIN DUTIES AND RESPONSIBILITIES : Develop and implement purchasing and contract management instructions, policies and procedures to maintain economy and efficiency of operation and in accordance with GOJ Procurement Policies and procedures. Ensure that procurement contracts, policies procedures, etc. adhere to regulation of the Contract General's Department or any other Government entity assigned this regulatory responsibility. Prepare annual budget for the goods and services for the College and liaise with the respective representatives in the various department their needs and co-ordinate their request. Conduct research of the market for reliable suppliers (local and overseas) and high quality products by consulting catalogues and interviewing suppliers to obtain process specification, product availability and terms of sales. Research market sources and vendors to locate and ensure the most cost-effective and competitive pricing for the purchase of goods and services. Draft bid specifications, request bid proposal from vendors and administer contracts for major purchases. 7.   Coordinate the advertising of tenders and selection of appropriate service provider or Contractor. Submit to the Inventory Clerk relevant documentation in respect to purchase of   fixed assets to facilitate the creation and monitoring of assets register. 9.   Participate in the bidding process for commodities and contracts (service and otherwise). This includes monitoring the performance, payment and renewal of contract. 10. Ensure that contracts are renewed or re-bid on a timely basis and contract terms and conditions are adhered to. 11.  Sit as member of the Procurement committee. 12. Assist with the preparation of tender reports to be submitted for consideration at the Procurement Committee meetings. 13. Negotiate credit terms with suppliers within established guidelines. 14. Resolve all related orders, shipment, and receipt and billing issues for purchased items. 15.  Liaise with customs to secure necessary documents and monitor the clearance by Custom Broker from Port of entry. 16.  Monitor the expenditure of the approved budget in respect of procurement. 17.  Prepare and process requisitions and purchase orders for supplies; material, equipment and service. 18.  Follow-up accounting personnel for settlement of bills and ensure that all bills    relating to purchases are paid on a timely manner. 19.  Conduct on-site visits to prospective suppliers to evaluate the quality and features of proposed purchases. 20.   Liaises with representatives in the Departments regarding the specification of requests to ensure compatibility of purchases with existing Systems. 21.   Provide special procurement advice to management and staff as may require. 22.   Ensure that all purchase orders are placed on a competitive tender basis in accordance with Government procedure. 23.    Evaluate quotations received and make recommendation for award of sale. 24.    Perform any other related duties that may be assigned from time to time.