Ministry of Defence
Port of Spain
Job Description
The incumbent is responsible for planning, organizing, directing and supervising the activities of staff involved in the provision of procurement, retention, and disposal services as the Named Procurement Officer who is the focal point of the Office of Procurement Regulation (OPR) in the Ministry/Department (MDA), to ensure integrity, ethics and confidentiality in procurement and disposal proceedings throughout the MDA. Work includes strategic planning, development and implementation of procurement strategies that align with the MDA's goals and objectives, identification of potential risks in the supply chain and developing strategies to mitigate the identified risks, identifying the procurement budget for a planned procurement activity and ensuring the planned expenditure within the fiscal year is within budgetary allocation, mechanisms are established to account for proceeds from disposals, and compliance of all procurement proceedings with relevant legislation and Regulation on Procurement and Disposal of Public Property. Work also involves making recommendations on proposals in respect of procurement and disposal proceedings to the Accounting Officer, planning, developing and implementing a document management system for procurement and disposal proceedings, for contracts and other Agreements and for Asset Registers, monitoring and evaluating contract performance, evaluating procurement, retention and disposal procedures for weakness in internal controls and making recommendations for strengthening and tightening such internal controls, identifying and keeping abreast of current industry trends and innovations , development of training plans for employees involved in the procurement and disposal of goods and services, leading and monitoring support staff in the achievement of the MDA's goals and objectives and leading periodic employee performance management engagements.
Key and Critical Responsibilities
<ul><li>Plans, organizes, directs and supervises the activities in the provision of procurement, retention and disposal services in a Ministry/Department in accordance with the relevant legislation, policies, procedures, rules and regulations.</li><li>Conducts an assessment to determine whether the Model Handbook of the Office of Procurement Legislation and General Guidelines are in alignment with the specific procurement needs of the Ministry/Department; develops a model of the OPR's Handbook and Special Guidelines, aligned to the strategic objectives and marketing conditions applicable to the MDA, in consultation with the MDA's management team.</li><li>Develops the Annual Procurement Plan for the Ministry/Department in alignment with the National Budget and ensures its timely publication on the entity's website.</li><li>Develops and recommends levels of Delegation of Authority for procurement appropriate for the MDA, for consideration of the Accounting Officer.</li><li>Develops mechanisms for ensuring Integrity and ethics in procurement and disposal proceedings and for detecting bid rigging and related fraud.</li><li>Reviews the database of the Office of Procurement Regulation to ensure that suppliers of goods and services are pre-qualified in the Office of Procurement Regulation's procurement Depository before advancing in the procurement proceedings, and that statutory and other pertinent information is updated in the MDA's Register in the case of Simplified Procurement.</li><li>Monitors the work of employee involved in procurement, retention and disposal proceedings for compliance with relevant legislation and&nbsp; Regulations governing Public Procurement and Disposal of Public Property.</li><li>Monitors and evaluates the effectiveness and efficiency of procurement, retention and disposal functions through the application of performance management tools and recommends changes, as necessary.</li><li>Manages and provides guidance and advice on tendering procedures such as, the development of tender documents, invitation of tenders, arranging bid conferences and&nbsp; recommending the evaluation team.</li><li><span style="letter-spacing: 0.4px;">Assesses the Subject Matter Experts and other members of the Evaluation Committee and Procurement and Disposal Advisory Committee to ensure stability and integrity and ability to adhere to the ethical standards in procurement and disposal proceedings.</span></li><li><span style="letter-spacing: 0.4px;">Reviews the tendering and disposal process the informed the recommendation for the award of a contract and submits a further recommendation to the Procurement and Disposal Advisory Committee or Disposal Committee, where applicable, directly to the Accounting Officer depending on delegation of authority within the MDA.</span></li><li><span style="letter-spacing: 0.4px;">Submits relevant documents to the Legal Departments of the Ministry/Department for the&nbsp; preparation of contract agreements and reviews and comments on same</span></li><li><span style="letter-spacing: 0.4px;">Monitors and evaluates contract performance and submit reports to the Accounting Officer.</span></li><li><span style="letter-spacing: 0.4px;">Evaluates procurement, retention and disposal procedures for weakness in internal controls and submits recommendations to the Accounting Officer for strengthening and tightening such internal controls to the Accounting Officer.</span></li></ul><ul><li>Collaborates with the Office of Procurement Regulation to obtain advice and guidance on the interpretation and application of procurement and disposal policies and procedures.</li><li>Liaises with the Accounting Officer to ensure confirmation that expenditure on procurement within a fiscal year is covered within budgetary allocation before a recommendation is made for the award of contracts.</li><li>Develops and directs the maintenance of an efficient document management system and ensures that procurement, retention, disposal and contract management records are maintained and are readily available.</li><li>Reviews the OPR's database to ensure that the information of contractors/suppliers of goods, works or services for the Ministry/Department are up to date.</li><li>Reviews/Drafts and analyses reports, proposals, draft Notes for Cabinet, circulars and other documents related in the procurement, retention and disposal of public property functions for accuracy, clarity and comprehensiveness and makes appropriate amendment, as required, for onward transmission to the Accounting Officer, as applicable.</li><li>Receives all Notices and decisions from the Office of Procurement Regulation, takes the necessary steps to ensure the implementation of all procedural guidelines for the procuring entity and advises the Accounting Officer and all other relevant employees accordingly.</li><li>Serves as a resource person on procurement and disposal matters at training courses, seminars and workshops.</li><li>Represents the Ministry/Department on committees and at meetings, conferences and other fora, including those of the Office of Procurement Regulation, as required.</li><li>Submits all reports, records and contracts to the Office of Procurement Regulation, as required.</li><li>Oversees the implementation of the performance management system pertaining to the procurement, retention and disposal of public property in the relevant Ministry/Department.</li><li>Implements procurement, retention and disposal activities to ensure that suppliers and contractors are operating in compliance with relevant legislation, including the suite of Procurement legislation and with policies and guidelines issued by the Office of Procurement Regulation.</li><li>Prepares the procurement and disposal file including the evaluation/strategy development report with recommendations for contract award or disposal based on the evaluation of tenders, for review by the Accounting Officer, in accordance with the internal delegation of authority.</li><li>Issues notices of Standstill Period to bidders, where applicable, and ensures that the Standstill period is observed.</li><li>Oversees and convenes meetings with the Disposal Committee and completes the Disposal Strategy Development and Analysis Report for review by the Named Procurement Officer.</li><li>Performs other related duties.</li></ul>
Key Competencies
<ul><li>Extensive Knowledge of the principles, practices, methods and techniques of procurement, retention and disposal management.</li><li>Extensive knowledge of relevant legislation and Regulations governing Public Procurement and Disposal of Public Property.</li><li>Extensive knowledge of the guidelines provided by the Office of Procurement Regulation.</li><li>Considerable knowledge of the Exchequer and Audit Act, Financial Regulations and Instructions.</li><li>Considerable knowledge of supply market operations including stakeholder and market analysis.</li><li>Considerable knowledge of the principles and methods of strategic planning and development, risk and project management.</li><li>Knowledge of research methods, principles and techniques.</li><li>Knowledge of relevant computer software, including e-procurement.</li><li>Basic knowledge of the principles of fraud detection.</li><li>Sound investigative, analytical, critical thinking, problem solving and decision-making skills.</li><li>Sound contract negotiation skills.</li><li>Sound ethical skills.</li><li>Intermediate written and oral communication skills.</li><li>Basic supervisory skills.</li><li>Ability to manage a cadre of professional and other support staff.</li><li>Ability to interpret legislation, polices, procedures, rules and regulations pertaining to the procurement and disposal of public property. </li><li>Ability to provide leadership and vision.</li><li>Ability to analyze and evaluate data and trends and make appropriate recommendations.</li><li>Ability to display integrity and confidentiality in the performance of duties.</li><li>Ability to assist in the negotiation of contracts.</li><li>Ability to use e-procurement software applications.</li><li>Ability to think critically, solve complex problems and make decisions within approved policy frameworks.</li><li>Ability to work expeditiously within critical deadlines.</li><li>Ability to exercise tact and diplomacy in the performance of duties.</li><li>Ability to write comprehensive reports and policy documents.</li><li>Ability to establish and maintain effective working relationships with associates and other stakeholders.</li></ul><p><br></p><p><b><u>MINIMUM EXPERIENCE AND TRAINING</u></b></p><p>Extensive experience in the area of Procurement, retention and disposal management including considerable experience at a managerial level and training as evidenced by the possession of a Professional Diploma in Procurement and Supply, or an International Diploma in Supply Chain Management from a recognized institution; or any equivalent combination of experience and training.&nbsp;</p><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div><div> </div>