NIPDEC Vacancies June 2021

To provide support to the Manager Procurement with the administration of accountable and transparent procurement processes in accordance with approved corporate policies and procedures and derive the best value for money.

DUTIES AND RESPONSIBILITIES:

• Assists in the development of key performance indicators to measure the performance of staff and processes in the department.
• Assists in the conduct of performance evaluations of employees.
• Recommends training and development where necessary.
• Assists in the development and implementation of a departmental training plan to address the future needs of both employee and the business.

General Procurement

• Assists with departmental policies and procedures as directed.
• Assists in the implementation, monitoring and compliance of NIPDEC policies and procedures, laws and regulations governing procurement and tendering.
• Participates in the continuous review and update of the Procurement Policies to ensure continued relevance.
• Prepares, submits and / or presents monthly / annual / ad hoc reports as required.
• Prepares and delivers official presentations to internal and / or external stakeholders as directed.
• Develops and maintains professional working relationships with key internal and external stakeholders.
• Assists in the preparation of Board / Committee / as directed.

Tender Process

• Reviews drafts of all RFP’s and / or RFQ’s and ensures liaison with the various Departments relative to terms and conditions for the specific project.
• Provides direction to the team in the development of specifications for equipment, products or substitute materials.
• Assists in reviewing bid proposals and specifications, preparation and presentation of recommendations for Tenders Committee approval.
• Uses the approved prequalified vendor database and projected requirement, compares prices, delivery dates, specification and documents tender lists with supporting documentation.
• Assists with reviews and evaluation of Tenders; prepares relevant reports with supporting documentation for approval in accordance with the approved policies and procedures governing tendering.

Vendor Management

• Assists with the draughting and administration of the prequalification documents and prequalification evaluation criteria for consideration and sign off.
• Documents and maintains the approved list of prequalified proponents based on the qualifications and experience of vendors as well as their performance throughout existing and past contracts.
• Compiles feedback from the other teams with respect to vendor performance on projects and reports on same, in keeping with stated requirements inclusive of timeframes.
• Performs any other duties related to the job function.

QUALIFICATIONS AND EXPERIENCE:

Minimum Requirements:

• Diploma in the Chartered Institute of Purchasing Supply (CIPS).
• Bachelor’s Degree in Management, Logistics or Supply Chain Management from an accredited academic institution.
• Working knowledge of Public Sector Procurement
• In-depth knowledge of Procurement Laws and Regulations
• Proficiency in the use of Microsoft Office Tools and software relevant to job functions
• Three to five (3-5) years’ experience performing similar functions in a procurement environment, including two (2) years in a supervisory position of a large, diverse organization.
• Working knowledge of E-Tendering is an asset.
• Any equivalent combination of qualifications, training and experience.

SPECIAL SKILLS AND KNOWLEDGE

• Considerable knowledge of contract documents, solicitation methods and contract administration related to procurement.
• Good knowledge of laws, policies and procedures governing procurement.
• Good knowledge of contract law.
• Good knowledge of cost analysis for decision making in the Procurement function.
• Good knowledge of infrastructure project delivery methods, including design-bid-build, design-build, construction manager-at-risk and job order contracts.

To provide technical and highly responsible administrative support to the Company Secretary.

DUTIES AND RESPONSIBILITIES: 

• Prepares the following:

• Minutes
• Decisions
• Agenda and Notices
• Reports
• Letters
• Memoranda
• Resolutions

• Draft mortgage bills of sale, memoranda of satisfaction, promissory notes and other documents.

• Research and extract information from the Board Committee meetings for Management’s information and guidance.

• Review and monitor all administrative databases and logs including a contract log.

• Assist in budget preparation and monitor variances.

• Prepare Attendance and Punctuality reports.

• Prepare billing and payment instructions.

• Maintain all approved minutes of the Board Committee meetings in the official minute books.

• Responsible for managing highly confidential documentation relating to the Company.

• Collate packages for meetings of the Board of Directors and all sub-Committees of the Board.

• Copy and forward confirmed minutes certified by the Company Secretary/Board Committees.

• Reference all papers given to the Board Committee before filing.

• Liaise with individuals and external agencies, locally and internationally, in connection with the Company Secretary department’s works and projects.

• Formulate and monitor processes and procedures for administrative duties within the department.

• Review documents leaving the department.

• Receive, route and dispatch outgoing mail.

• Collate and copy documents as required.

• Be responsible for the releasing of performance bonds as instructed.

• Implement and maintain a bond registry and alert the Company Secretary when a bond is due to expire.

• Implement and maintain a filing system for all the projects files in the Company Secretary Department.

• Maintain a comprehensive reference manual of administrative procedures.

• Attend the Companies Registry to deal with matters relating to the Company.

• Perform any other related duties as necessary.

QUALIFICATIONS AND EXPERIENCE: 

Minimum Requirements:

• Bachelor Degree in Business Administration or any other related field.

• A minimum of five (5) years of experience in performing administrative duties.

• Any equivalent combination of training and experience.

Special Skills and Knowledge:

• Considerable knowledge of secretarial practices and office procedures.

• Knowledge of relevant company procedures.

• Good time management skills.

• Ability to establish and maintain effective working relationships.

• Excellent interpersonal and communication skills.

• Good analytical, problem solving and information gathering skills.

• Ability to work effectively as part of a team.

• Must have a high degree of confidentiality.

• Highly motivated and able to work with minimum supervision.

• Competence in use of the Microsoft Office software package.