The post holder supports the Director of Contracts and Corporate Performance Management and the Unit by providing guidance on procurement and project management matters to Ministries, Departments, Statutory Bodies and other Public Bodies to allow for effective project and business decisions. The role of the Secretary to the TCIG Procurement Board provides administrative and technical support in respect of the effective functioning of the Procurement Board.
TASKS AND RESPONSIBILITIES:
CONTRACTS AND PROJECT MANAGEMENT
- Maintenance of registers including Tender Reference Register, Corporate Contracts Register, non-performance, extensions, over spending, claims and early terminations with reference to contracts, complaints and disputes, Single Source Procurement and 3-Quote Waivers Register, High Value Reports.
- Prepare waiver reports, as required by section 21 of the Public Procurement Ordinance.
- Prepare and publish procurement plans.
- Publish contract award notices.
- Maintain the approved lists of suppliers for the TCIG.
- Follow up on and review progress reports for all active contracts.
- Provide advice to Ministries and Departments, Statutory Bodies and other public sector bodies, Commissions, Boards or Authorities with reference to, but not limited to, processes to be followed during the various stages of projects and procurement, according to the provisions of the Public Procurement Ordinance.
- Maintain the website with reference to Procurement Notices.
- Assist with preparing and submitting documents to National Audit Office for the annual audit and any other special audits.
- Provide training to Ministries, Departments, Statutory Bodies and other Public Bodies, Commissions, Boards or Authorities, Tenderers, Contractors and other Suppliers.
- Undertake the role of Secretary to the Procurement Board, according to the Public Procurement Ordinance, Schedule 3.
- Co-ordinate the activities of the Board.
- Assist the Chairperson in convening meetings of the Board and in preparing the agenda for a Board meeting.
- Ensure that the agenda, submissions and any other documentation are distributed to Members of the Board within a reasonable time before a meeting of the Board.
- Record and prepare minutes of the meetings of the Board.
- Assist in preparing evaluation reports for submission to the Procurement Board.
- Prepare Contract Award Notifications for submission to the Deputy Governor.
- Prepare other reports as required by the Board.
- Advise the Procurement Board on procurement procedures and protocols.
- Organise and provide the necessary facilities for each meeting of the Board.
- Manage a roster of members of the Board and ensure that each member is informed of the Procurement Board Schedule.
- Receive tenders and safeguard until the formal opening by the Board.
- Assist in preparing and issuing tender documents.
- Prepare and publish Tender Notices.
- Coordinate Pre-Tender Meetings.
- Manage the process for queries, clarification requests and requests for extensions pertaining to published Invitations to Tender.
- Assist with issuing approved contract documents.
- Maintain and archive records of the Board, including, agendas, submissions and minutes.
- Manage tender closings and tender openings.
- Process late tenders, in accordance with the requirements of the Public Procurement Ordinance.
- Assist with the notification of tenderers in respect of the award of contracts.
- Assist with the debriefing of tenderers, where necessary.
- Adhere to all Public Service codes, rules and regulations
- Other related tasks, as assigned by the Director of Contracts and Corporate Performance Management.
QUALIFICATIONS and EXPERIENCE:
- A Degree in Procurement or Project Management or Business Administration or equivalent is required.
A minimum of two (2) years on the job experience is preferred to be able to respond effectively to the challenges of the job.
SALARY: Grade 6.1 - $34,751.60 per annum
For persons recruited outside of the Turks & Caicos Islands a two-year extendable contract is offered. Other benefits in addition to basic salary include a Housing Allowance, End-of contract gratuity of 6%, return passages for a family of up to two (2) children under the age of 18 years, freight cost and duty exemption on personal effects imported within six (6) months of the appointment.
Resumes with current contact information must be accompanied by a Cover Letter and two letters of reference (one preferably from a former employer) as well as copies of educational certificates and a copy of the Passport photo page, National Turks & Caicos Islander Status Card (where applicable). Shortlisted candidates must submit a Police Certificate.
Applications should be addressed to The Director, Office of the Human Resource Management Directorate, Church Folly, Grand Turk. Applications can be hand delivered, Faxed to 946-1582 or sent by email to: email@example.com
Hand delivered and fax applications must have clearly marked on the envelope/fax cover sheet the Job Title of position being applied for. On emailed applications the subject line must reference the Job Reference Number (CFB4-22-03) and the Job Title.
Current serving officers must apply through their Head of Department.
Applications without all supporting documents will not be processed.
We thank all applicants for their interest, however, only persons selected for an interview will be contacted.
APPLICATION DEADLINE: 2nd December, 2022