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Ministry of Sport and Youth Affairs, Ministry of Sport and Youth Affairs, Ministry of Sport and Youth Affairs, Ministry of Sport and Youth Affairs
The Ministry of Sport and Youth Affairs (MSYA) is a service-oriented organization that caters to both the sport and youth-related needs of its stakeholders. The MSYA is the arm of the Government of Trinidad and Tobago, dedicated to empowering the nations youth and fostering the holistic development of our athletes. The core mission of the Ministry revolves around promoting total participation and excellence in sport, encouraging healthy and active lifestyles among all citizens, and actively diversifying the youth development agenda for Trinidad and Tobago. The Ministry is responsible for formulating and implementing national policies aimed at expanding the sport and youth development landscapes, ensuring that both sectors receive adequate support, resources, and opportunities for growth.
Ministry of Sport and Youth Affairs Jobs
#1 Communications Officer
Ministry of Sport and Youth Affairs
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Job Description
The incumbent is required to contribute to the achievement of the communications targets of the Ministry and assist in monitoring their implementation. Duties include coordinating media relations strategies, producing and disseminating materials for communicating information about the Ministry and its services; coordinating the content of the intranet or external website and the production of a quarterly newsletter; disseminating reports and publications; and maintain an updated database of contacts and an effective communication system within the Ministry. Depending on work assignment, the incumbent will be required to perform duties in one or more of the Communications functional areas.
Key and Critical Responsibilities
Strategy and Measurement
- Assists in tracking developments in the Ministry/Departments sector nationally and globally.
- Participates in the design, organisation and implementation of a creative and effective Marketing/Communications Strategy, including content management for the Ministry/Departments digital media and that it is adequately integrated into the Ministry/Departments Operations.
- Participates in the preparation and execution of programmes geared towards educating and informing the Public.
- Conducts research and utilises other data to analyse and evaluate information to prepare policy documents, briefs, working papers and presentations.
- Assists with relevant research, including but not limited to the conduct of interviews to determine the success and outreach of Information Programmes and initiates corrective action as appropriate.
- Assists in identifying stakeholders’ needs and proposes relevant engagement strategies.
- Liaises with Media Services to monitor print and electronic media to keep the Ministry/Department informed of developments within the Communications environment.
- Interprets HR policies and procedures to assist clients with queries and concerns.
- Prepares communications reports, Cabinet/Ministerial Notes, internal notes and other documents.
Product and Events
- Develops and implements marketing, media placement and distribution strategies for the Ministry/Department.
- Assists in the production of literature formats such as booklets, posters, and brochures for public outreach and sensitisation.
- Assists in the development of information and activities such as health and wellness, safety awareness and other cultural and workplace-enhancing projects.
- Performs day-to-day management of the intranet site through the use of a Content Management System, including design, content and technical functions, to ensure that it is useful for staff and that content is up-to-date, accurate and consistent with the Brand Identity Guide.
- Develops and manages internal communication activities involving, engaging, and informing all employees, utilising appropriate communication tools.
- Prepares, develops, writes, and edits content for the intranet, staff newsletter, team briefings, noticeboards, and other internal communications channels, as well as for project briefs.
- Maintains and regularly updates a detailed calendar of events for the Ministry/Department.
Media and Advertising
- Develops a Media Strategy for each announcement, launch or significant media event.
- Organises and manages press, radio, and television interviews.
- Writes a variety of communications (e.g. press releases, personal interest stories, newsletters, etc.) for the purpose of keeping the media and public informed of the activities of the Ministry/Department.
- Coordinates collateral completion, printing, and distribution to selected media representatives.
- Drafts appropriate responses to adverse publicity.
- Undertakes research on current digital media technology and marketing and communications trends to improve Ministry/Department communications.
- Monitors national, regional, and international news to identify evolving trends and opinions which may impact the work of the Ministry/Department.
- Monitors media scanning databases and redirects any issues to the relevant authorities.
- Provides media summaries and alerts on breaking news.
Stakeholder Engagement
- Performs protocol duties for the Ministry/Department in accordance with established standards to ensure appropriate etiquette is used in interactions with individuals such as dignitaries and officials.
- Assists in identifying stakeholders’ needs and proposes relevant engagement strategies.
- Contributes to the implementation of stakeholder engagement strategies including citizen engagement and events management.
- Develops, manages, and controls procedures for all internal and external correspondence.
- Researches and assembles information for members of the public.
- Distributes relevant educational material on the activities of the Ministry/Department.
- Creates and updates a database/directory of stakeholders contact information, profiles and services.
- Performs other related duties as required.
Key Competencies
- Knowledge of current theories and practices in communications research, planning and strategy, and the role of mass media.
- Knowledge of media issues, social marketing theory and practice, communications strategies and implementation and behavioural sciences.
- Knowledge of marketing, stakeholder engagement, citizen engagement, public relations, advertising, promotion and other communications methods.
- Knowledge of modern techniques of news gathering and release.
- Knowledge of key Government policies, National Development Strategies, and priorities
- Some knowledge of the Constitution of The Republic of Trinidad and Tobago;
- Some knowledge of the organisational structure of the Government of Trinidad and Tobago.
- Knowledge of modern techniques of news gathering/event management.
- Knowledge of protocol procedures.
- Skills in project implementation.
- Skill in the use of personal computers.
- Ability to use e-government technology platforms.
- Ability to use the internet for research purposes.
- Ability to plan, organise and supervise the work of support staff.
- Ability to communicate at a high level, both orally and in writing.
- Ability to establish and maintain effective working relationships with colleagues, members of the media and the public.
- Proficiency in the use of Microsoft Office Suite.
Minimum Experience and Training
- Minimum of two (2) years experience in Communications or Public Relations, preferably in the Public Sector.
- Training as evidenced by a recognised University Degree in Communications Studies or a related discipline.
- Any suitable combination of experience and training.
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Ministry of Sport and Youth Affairs Jobs
#2 Field Assessment Officer
Ministry of Sport and Youth Affairs
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Job Description
The incumbent is responsible for making recommendations on the assessments of clients and their home environments and institutions for the placements of caregivers from the Geriatric Adolescent Partnership Programme (GAPP) as well as ensuring quality service by caregivers in their Region. Work involves visiting clients’ homes and institutions, coordinating activities and assessing delivery of services. The employee operates with some initiative and judgement within the framework set by the Ministry of Sport and Youth Affairs in accordance with Public Service policies, procedures, laws and regulations. Work is reviewed through discussions and periodic reports.
Key and Critical Responsibilities
Duties and Responsibilities:
- Visits caregivers and the institutions of clients to monitor and ensure the delivery of quality service to clients.
- Supports and advises clients to ensure that their needs are being adequately addressed by the caregiver.
- Makes recommendations on the assessments of clients and their home environments and institutions for placements of caregivers.
- Submits weekly reports to the Regional Co-ordinator.
- Keeps up to date records on caregivers and clients.
- Prepares caregivers’ pay sheets in a prompt and timely manner.
- Performs other related duties as may be required by the Regional Co-ordinator.
- Submits periodic reports on performance of activities.
Key Competencies
Knowledge, Skills and Abilities:
- Working knowledge of geriatric care services.
- Ability to communicate effectively especially with the elderly.
- Ability to analyse and evaluate situations objectively.
- Ability to investigate and monitor the delivery of GAPP services to clients.
- Ability to collect, organise and present data on caregivers and clients.
- Skill in the use of personal computers.
- Proficiency in Microsoft Office Suite.
- Sound communication (oral and written) skills.
- Sound interviewing skills.
- Ability to produce clear and concise written reports.
- Ability to exercise patience and tact and use initiative.
- Ability to establish and maintain effective working relationships with colleagues and stakeholders.
Minimum Experience and Training:
- Training as evidenced by professional qualifications from a recognised institution in the field of nursing.
- A minimum of three (3) years’ experience working with the elderly.
- Any equivalent combination of experience and training.
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Ministry of Sport and Youth Affairs Jobs
#3 Legal Officer I
Ministry of Sport and Youth Affairs
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Job Description
The incumbent is required to perform professional legal work in a Ministry under the direct supervision of a higher-level legal officer. Duties include appearing in court, providing legal advice and opinions and drafting legal documents on the matters involving the Ministry. Depending on assignment, the incumbent may be required to perform some or the full range of the duties of the position.
Key and Critical Responsibilities
Duties and Responsibilities:
- Represents the Ministry/Department on matters before the courts.
- Provides advice on the less complex legal matters.
- Drafts the less complex legal documents and assists in the drafting of the more complex documents including contracts, leases and memorandums of agreements.
- Conducts research, interprets laws, rules and regulations and prepares legal opinions and briefs in respect of the less complex legal matters.
- Provides advice by supplying legal authorities based on research.
- Assists in performing court case preparation work such as interviewing witnesses, taking depositions and preparing pre-trial briefs and draft pleadings for filing.
- Assists in reviewing existing legislation, rules and regulations related to the Ministry’s/Department’s operations and recommending appropriate amendments.
- Assists in the development and maintenance of an up to date repository of laws, judgements, contract precedents and related materials in respect of the Ministry’s/Department’s operations.
- Drafts Cabinet /Ministerial Notes, memoranda, letters and other documents on legal matters.
- Copies and collates relevant documents.
- Performs other duties as required.
Key Competencies
Knowledge, Skills and Abilities:
- Knowledge of the Laws of Trinidad and Tobago.
- Knowledge of legal principles, practices and procedures.
- Knowledge of legal research methods and techniques.
- Knowledge of the court procedures and practices and of rules of evidence.
- Some knowledge of the laws and regulations related to the Ministry/Department’s operations.
- Some knowledge of legal drafting principles and methods.
- Proficiency in the use of Microsoft Office Suite.
- Skill in the use of personal computers.
- Ability to use e-Government technology platforms.
- Ability to use the internet for research purposes.
- Skill in drafting legal documents/instruments.
- Ability to interpret and analyse the law and legal issues.
- Ability to present and explain statements of fact and the law, and to argue clearly and logically both orally and in writing.
- Ability to maintain confidentiality.
- Ability to establish and maintain effective working relationships with fellow employees and members of the public.
Minimum Experience and Training:
- No experience required.
- Bachelor of Law Degree from a recognised institution.
- Legal Education Certificate or equivalent from a recognised institution.
- Admission to practice Law in Trinidad and Tobago.
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Ministry of Sport and Youth Affairs Jobs
#4 Legal Officer II
Ministry of Sport and Youth Affairs
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Job Description
The incumbent is required to perform professional legal work in a Ministry/Department. Duties include appearing in court, providing legal advice and opinions, and drafting legal documents on matters involving the Ministry/Department. Depending on assignment, the incumbent may be required to perform some or the full range of the duties of the position.
Key and Critical Responsibilities
Duties and Responsibilities:
- Represents the Ministry/Department in court and before tribunals.
- Advises on legal issues relating to the administration, interpretation and enforcement of laws relative to the Ministry’s/Department’s operations.
- Drafts complex legal documents including contracts, leases and agreements.
- Provides legal opinions and briefs in respect of complex legal issues.
- Prepares instructions for submission to state central legal agencies on legal matters involving the state.
- Performs court cases preparation work such as interviewing witnesses, taking depositions and preparing pre-trials briefs and draft pleadings for filing.
- Assists in planning, directing, coordinating and formulating legal policies and programmes of the Ministry/Department.
- Conducts research and analysis, and reports on legal matters pertinent to the Ministry’s/Department’s operations.
- Conducts or participates in negotiations/consultations with external/internal parties.
- Participates in or conducts the review of existing legislation, rules and regulations related to the Ministry/Department and recommends/drafts appropriate amendments.
- Represents the Ministry/Department on committees and meetings and other fora.
- Prepares Cabinet/Ministerial Notes, memoranda, letters and other documents on legal matters.
- Performs other duties as required.
Key Competencies
Knowledge, Skills and Abilities:
- Considerable knowledge of the Laws of Trinidad and Tobago.
- Knowledge of legal principles and practices.
- Knowledge of the laws and regulations pertinent to the Ministry’s/Department’s operations.
- Knowledge of legal drafting principles and practices.
- Knowledge of legal research skills and techniques.
- Knowledge of the court procedures and practices and of rules of evidence.
- Proficiency in the use of Microsoft Office Suite.
- Skill in the use of personal computers.
- Skill in drafting legal documents/instruments.
- Skill in negotiation and mediation.
- Ability to use e-Government technology platforms.
- Ability to use the internet for research purposes.
- Ability to analyse and interpret laws and legal issues.
- Ability to present and explain statements of fact and the law, and to argue clearly and logically, orally and in writing.
- Ability to maintain confidentiality.
- Ability to establish and maintain effective working relationships with fellow employees and members of the public.
Minimum Experience and Training:
- Minimum of four (4) years’ experience as a practising Attorney at law.
- Bachelor of Law Degree from a recognised institution.
- Legal Education Certificate or equivalent from a recognised institution.
- Admission to practice law in Trinidad and Tobago.
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Ministry of Sport and Youth Affairs Jobs
#5 Legal Research Officer
Ministry of Sport and Youth Affairs
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Job Description
The incumbent is required to perform work involving the conduct of research related to the laws and legal issues pertinent to the operations of the Ministry/Department. Duties include preparing legal documents and developing and maintaining a repository of documents on legal matters. Dependent on assignment, the incumbent may be required to perform the full range or some of the duties listed.
Key and Critical Responsibilities
Duties and Responsibilities:
- Conducts research on legal issues relating to the Ministry’s/Department’s operations and prepares written opinions, working papers and reports thereon.
- Undertakes extensive review of legal documents, instruments and other material identifies issues and proposes amendments.
- Prepares briefs and preliminary drafts of legislative legal material pertaining to the Ministry’s/Department’s portfolio.
- Develops and maintains an up to date repository of laws, judgements, contract precedents and other related material pertinent to the Ministry’s/Department’s operations.
- Contributes to the review and formulation of recommendations to amend legislation pertinent to the Ministry/Department.
- Assists in the drafting of Cabinet/Ministerial Notes on legal matters.
- Assists in the drafting of legal documents such as contracts, agreements, opinion and briefs; and prepares memoranda, letters and other documents.
- Represents the Ministry/Department on committees and at meetings, conferences and workshops.
- Liaises with other divisions and external agencies regarding the work of the Division.
- Copies and collates relevant documents.
- Performs other duties as assigned.
Key Competencies
Knowledge, Skills and Abilities:
- Considerable knowledge of legal research principles and techniques.
- Knowledge of the Laws of Trinidad and Tobago.
- Knowledge of the laws and regulations pertinent to the Ministry’s/Department’s operations.
- Knowledge of legal drafting principles and practices.
- Knowledge of the court procedures of Trinidad and Tobago.
- Proficiency in the use of Microsoft Office Suite.
- Skill in the use of personal computers.
- Ability to use e-Government technology platforms.
- Ability to use the internet for research purposes.
- Ability to conduct legal research work of varying complexity.
- Ability to analyse and interpret law and legal issues.
- Ability to present and explain statements of fact and the law orally and in writing.
- Ability to maintain confidentiality.
- Ability to establish and maintain effective working relationships with fellow employees and members of the public.
Minimum Experience and Training:
- Minimum of two (2) years’ experience in legal research.
- Bachelor of Law Degree from a recognized institution.
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Ministry of Sport and Youth Affairs Jobs
#6 Manager, Communications
Ministry of Sport and Youth Affairs
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Job Description
This incumbent is required to develop, implement, direct, and evaluate the Ministry’s/Department’s communications stakeholder engagement and marketing strategies and programmes, including citizen engagement, public relations, media relations, digital content, and the Ministry’s/Department’s identity/image programme. Duties include planning, organising, directing, and coordinating the work of staff engaged in the performance of related activities. Duties also include using communications as a vital component of the overall change management programme in support of the Ministry’s/Department’s initiatives amongst internal stakeholders and to inform clients, employees and the general public of initiatives and policies of the government and of the Ministry/Department.
Key and Critical Responsibilities
Duties and Responsibilities:
- Plans, organises, directs, and coordinates the work of staff engaged in the provision of Communications Services in a Ministry/Department.
- Designs, organises, and implements a creative and effective Communications and stakeholder engagement Strategy and work programme, including citizen engagement, public awareness, storytelling, digital media, media relations, event management, project design and management and crisis management.
- Oversees content management for the Ministry/Department’s digital media platforms, ensuring that it is adequately integrated into the Ministry/ Departments Operations.
- Prepares the more complex and sensitive briefs, media releases, advertisements, and presentations; reviews speeches to be delivered by the Minister.
- Prepares the more complex Cabinet/Ministerial Notes, internal notes, and other documents.
- Spearheads the development and implementation of media relations strategy to ensure proactive and positive media coverage of the Ministry’s/Department’s activities and to minimise negative media reports.
- Facilitates workforce effectiveness by setting the standard for monitoring the performance of staff supervised.
- Directs and participates in the preparation of the budgetary estimates of the Communications Division/Unit and ensures that expenditure is in accordance with financial guidelines.
- Provides strategic advice to members of the Ministry’s/Department’s executive and senior management teams, business unit managers and client sector leaders to build and protect the brand name and image.
- Defines and manages all aspects of strategic communications: public awareness, brand and reputation management, data and insights, internal communication, and relationship management for the Ministry/Department.
- Directs the conduct of research activities to evaluate the effectiveness and efficiency of Communications and client service provided and recommends necessary changes.
- Prepares the required inputs for the Ministry’s/Department’s Annual Report and other reports required by other agencies.
- Formulates policies, procedures, systems, and guidelines that support the Communications function in the Ministry/Department and ensures compliance.
- Oversees the budgeting, planning, direction, coordination, implementation and evaluation of major events and programmes in the Ministry/Department and ensures successful execution.
- Directs and coordinates staff engaged in the performance of protocol duties for the Ministry/ Department in accordance with established standards to ensure appropriate etiquette is used in interactions with individuals such as dignitaries and officials.
- Advises on the development and implementation of citizen engagement strategies, programmes and action plans adopted by the Ministry/Department.
- Develops and trains staff supervised in the creation and implementation of Crisis and Issues Communication Plans.
- Participates in the procurement of consultants for communications and research services by defining the research problem, determining research methodologies and sources, advising on questionnaires and discussion guides, and reviewing reports and recommendations.
- Manages the work activities of consultants providing communications and research services.
- Contributes to the development of and provides oversight for customer relationships by maintaining constant dialogue, monitoring evolving needs, monitoring client care audits/quality indicators/client surveys, and developing early dissatisfaction detection mechanisms.
- Directs and coordinates the process for monitoring national, regional, and international news and provides the executive with media summaries as detailed in the delivery schedule.
- Performs other related duties as required.
Key Competencies
Knowledge, Skills and Abilities:
- Extensive knowledge of media issues, social marketing theory and practice, communications strategies and implementation and behavioural sciences.
- Extensive knowledge of stakeholder engagement, citizen engagement, marketing, public relations, advertising, promotion, and other marketing communication methods.
- Extensive knowledge of current theories and practices in communication research, planning and strategy, and the role of mass media.
- Extensive Knowledge of key Government policies, National Development Strategies, and priorities.
- Extensive knowledge of digital media strategies and management
- Knowledge of the Constitution of the Republic of Trinidad and Tobago.
- Considerable knowledge of the organisational structure of the Government of Trinidad and Tobago.
- Considerable knowledge of protocol procedures.
- Knowledge of Public Administration.
- Strong proficiency in strategic planning, project design and management
- Proficiency in the use of Microsoft Office Suite desktop publishing and communications technologies such as web applications, design/illustration software and/or databases.
- Skill in the use of personal computers.
- Skill in writing and editing, including a strong command of English.
- Skill in conducting research and in conceptual and analytical thinking.
- Ability to use e-government technology platforms.
- Ability to use the internet for research purposes.
- Ability to plan, organise, lead, and coordinate the work of professional and other support staff performing communications duties.
- Ability to develop effective and engaging branded events that will achieve Ministry/Agency goals.
- Ability to problem solve and work independently in a changing and multi-tasking environment with numerous deadlines.
- Ability to establish and maintain effective working relationships with internal/external partners.
- Ability to develop professional relationships in all aspects of the position, resulting in stable, consistent, reliable, and courteous communications when dealing with other stakeholders.
- Excellent oral, written and interpersonal skills.
Minimum Experience and Training:
- Minimum of eight (8) years’ experience in the field of Communications, Public Relations, Stakeholder Engagement, Media Relations, or a related field.
- Training as evidenced by a recognised University Degree in Communications Studies, Media Studies, or related field or postgraduate qualification in a related field.
- Any suitable combination of experience and training.
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Ministry of Sport and Youth Affairs Jobs
#7 Monitoring and Evaluation Coordinator
Ministry of Sport and Youth Affairs
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Job Description
The incumbent is required to direct or assist in directing, coordinate/oversee and guide the overall Monitoring and Evaluation (M&E) system for the Ministry in alignment with the national Monitoring and Evaluation system. He/she is required to manage, independently or under the guidance of a Director (dependent on Ministry to which assigned), a group of professionals responsible for the M&E portfolio. Duties include: ensuring that data is of high quality; collected in a timely manner; is appropriately analysed; and is consistently measured and used within the context of the Strategic and Business Plans of the Ministry. Depending on work assignment the incumbent may be required to perform some or the full range of the duties of this position.
Key and Critical Responsibilities
Duties and Responsibilities:
- Directs or assists in directing and coordinates the activities of professional and support staff performing M&E duties.
- Leads the development and implementation of M&E systems for the Ministry, including designing frameworks and procedures for monitoring and evaluation; provides training in M&E techniques to staff of the Division/Unit in accordance with the national performance framework.
- Manages and coordinates/assists in the management and coordination of the day to day operations of the Monitoring and Evaluation (M&E) Division of the Ministry.
- Monitors the performance of M&E staff to ensure that all data such as performance indicators, targets and baselines are fed into the M&E system of the Ministry and prepares reports on M&E findings that are compatible with the requirements of the national performance framework.
- Coordinates/assists in the coordination of the revision of programmes and projects with key stakeholders to ensure an updated and shared understanding of the strategy and information needs of the Ministry.
- Monitors and evaluates programmes and projects within the Ministry and special operating agencies under the purview of the Ministry.
- Identifies and designs performance questions, key indicators and targets for each project/programme component.
- Prepares analytical reports on progress of projects/programmes undertaken including indications of planned actions and financial statements to the relevant bodies.
- Liaises with and provides monitoring and evaluation of information to Central M&E Agencies as required.
- Reviews and analyses evaluation reports to enable informed decision making.
- Monitors the development and execution of policies, projects and programmes to ensure alignment with the vision and strategies of the Ministry.
- Reviews the performance of Public Sector Investment Programme (PSIP) and Infrastructure Development Fund (IDF) projects of the Ministry.
- Represents the Ministry on various committees and at meetings, conferences, workshops and other fora as required.
- Trains/assists in training technical staff on M&E best practices and ensures compliance with established policies and procedures.
- Reviews and/or prepares Notes for Cabinet and periodic and/or ad-hoc reports on matters related to monitoring and evaluation activities of the Ministry.
- Performs other related work as required.
Key Competencies
Knowledge, Skills and Abilities:
- Considerable knowledge of monitoring and evaluation methodologies and principles including quantitative, qualitative and participatory approaches.
- Considerable knowledge of management principles and practices.
- Considerable knowledge and understanding of governance theories and practices, including methods of implementation.
- Considerable knowledge of Logic Models/Results Chains and results based planning.
- Considerable knowledge of government policies, procedures, rules and regulations.
- Considerable knowledge of the principles and methods involved in strategic planning, project management and public management systems.
- Skill in the use of personal computers.
- Proficient in the use of Microsoft Office Suite.
- Ability to use e-government technology platforms.
- Ability to lead and motivate a team in monitoring and evaluation activities.
- Ability to develop the overall framework for project Monitoring and Evaluation.
- Ability to plan, organize, direct and co-ordinate the work of professional and other support staff engaged in monitoring and evaluation activities.
- Ability to collaborate with relevant stakeholders to provide relevant information for ongoing evaluation of project activities, effects and impacts.
- Ability to compile and analyse data and prepare comprehensive reports.
- Ability to express ideas clearly and concisely, both in writing and orally.
- Ability to establish and maintain effective working relationships and interact with different stakeholders.
- Ability to use tact and diplomacy in the performance of duties.
- Ability to observe and maintain confidentiality in the performance of duties.
Minimum Experience and Training:
- Minimum of six (6) years’ experience performing monitoring and evaluation work in the design, formulation and implementation of M&E systems, including a minimum of three (3) years’ experience in supervising a team with responsibility for monitoring and evaluation, planning and public management.
- Training as evidenced by the possession of a bachelor’s degree in one of the Social Sciences, such as Public Sector Management or Project Management; or in a related field from a recognized University; supplemented by Post Graduate certification in Monitoring and Evaluation Methods and Procedures from a recognized institution.
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Ministry of Sport and Youth Affairs Jobs
#8 Procurement Support Officer
Ministry of Sport and Youth Affairs
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Job Description
The incumbent is required to provide support in the execution of procurement, retention and disposal functions in accordance with the Public Procurement and Disposal of Property Act and established procurement procedures. Duties involve supporting the implementation of the Ministry’s/Department’s Annual Procurement and Disposal of Public Property Plan; assisting in the preparation of tender documents; reviewing bid submissions for compliance with procurement legislations; supporting the evaluation process for the award of contracts; and liaising with internal and external stakeholders to facilitate transparent and accountable procurement practices. The incumbent is also responsible for providing assistance in maintaining the Ministry’s/Department’s document management system.
Key and Critical Responsibilities
Duties and Responsibilities:
- Provides support in the implementation of the Annual Procurement and Disposal of Public Property Plan of the Ministry/Department, inclusive of the gathering and analyses of procurement data, ensuring alignment with the Ministry/Department’s financial budget and its timely publication on the internal website.
- Assists in drafting tender documents such as invitations for tenders and Requests for Proposals, in providing guidance and advice on tendering procedures and in the opening of tenders.
- Receives and reviews bid submissions to verify consistency with tender invitations, Requests for Proposals and compliance with relevant legislations.
- Provides assistance in reviewing evaluation reports and in the preparation of notes with recommendations for the award of contracts, for submission to the Procurement and Disposal Advisory Committee and approval for the accounting officer, arranges for the issuance of confirmation of the availability of funds, prepares and issues letters of award or rejection to contractors and memoranda to relevant Divisions/Units within the Ministry.
- Provides assistance in the review of requests for Disposal of Public Property from Divisions/Units within the Ministry/Department, in preparing notes to the Procurement and Advisory Committee for review and approval of the accounting officer, submits file with notes for the recommendation of the Disposal Committee and issues letters/memoranda of approval to the entity.
- Provides assistance in generating lists of pre-qualified and registered suppliers of goods and services and contractors for the Ministry/Department in Procurement Depository and the Ministry/Department’s Internal Registry, ensuring compliance with the necessary qualifications, standards and regulatory requirements, maintains and updates same.
- Provides support in the submission of relevant documents to the Legal Department of the Ministry/Department for the preparation of draft Contract Agreements and in reviewing and providing comments on same.
- Provides support in the assessment of subject matter experts and other members of the Evaluation Committee and the Procurement Disposal Advisory Committees to ensure suitability and integrity and ability to adhere to ethical standards in procurement and disposal proceedings.
- Assists in maintaining a document management system to ensure efficient record-keeping and retrieval of procurement, retention disposal and contract management activities, and documents all stages of the procurement and disposal cycles.
- Provides assistance in the preparation of quarterly reports for review and submission to the Office of Procurement Regulation.
- Assists in compiling monthly reports to monitor and evaluate effectiveness and efficiency in the application of measurement of tools in the implementation of procurement, retention and disposal functions.
- Provides assistance in the preparation of notices/memoranda to relevant employees in respect of decisions taken by the Office of Procurement Regulation to ensure the effective implementation of the procedural procurement guidelines.
- Performs other related duties as required.
Key Competencies
Knowledge, Skill and Abilities:
- Knowledge of the principles, practices, method and procedures of procurement, retention and disposal management.
- Knowledge of legislation, policies, procedures, rules and regulations related to public procurement and disposal management.
- Knowledge of research methods, principles and techniques.
- Knowledge of relevant computer applications, including e-procurement.
- Basic knowledge of the Financial Regulations and Instructions.
- Skill in the conduct of research.
- Time management and organizational skills.
- Ability to work efficiently within time constraints or critical deadlines.
- Ability to draft clear and precise tender documents and proposals.
- Ability to review and evaluate bid submissions accurately.
- Ability to interpret legislation, policies, procedures, rules and regulations pertaining to procurement and disposal of public property.
- Ability to maintain confidentiality and integrity in the performance of duties.
- Ability to communicate effectively both orally and in writing.
- Ability to understand and follow oral and written instructions.
- Ability to establish and maintain effective working relationships with other members of staff and clients.
Minimum Experience and Training:
- Experience in the area of procurement, retention and disposal of public property and training as evidenced by the possession of a Diploma in Business Management, Public Sector Management or a related field supplemented by a Level 4 Diploma in Procurement and Supply or equivalent certification from an accredited institution or any equivalent combination of experience and training.
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