Procurement Notice

The Government of Saint Lucia has received financing from the Caribbean Development Bank (CDB) towards the cost of implementing the Education Quality Improvement Project (EQuIP), which falls within the portfolio of the Department of Education, Innovation and Gender Relations. The EQuIP is implemented through the Project Coordinating Unit (PCU) for the purpose of carrying out education activities funded by CDB and other development partners. The PCU is headed by a Project Coordinator (PC) who reports to the Permanent Secretary (PS) of the Department of Education. Eligible individuals are now invited to submit Expressions of Interest for the position of Procurement and Contracts Management Officer.

Job Summary

The Procurement and Contracts Management Officer will report directly to the Project Coordinator. The Officer is responsible for preparing, maintaining and updating the Procurement Plan, Contract Documents under the purview of the PCU, Data Bases for managing Contracts and Inventory Records, and Contract and Fixed Assets Registers for the Project. The Officer is required to assist the Project Coordination Unit (PCU) in managing the information and deliverables generated from procurement data and procurement activities and contracts. The Officer is also required to assist the PCU in monitoring the achievement of approved project objectives, ensuring accordance with approved procurement guidelines and regulations. 

Duties and Responsibilities

The Procurement of Goods and Services and the Preparation of Bidding Documents:

• Assist in the preparation of Specific Procurement Notices and initiate the acquisition of advertising space in the relevant local and regional newspapers and GOSL website and Facebook page.
• Assist the planning, drafting, coordinating, scheduling, and reviewing processes that underpin the preparation of Bidding Documents.
• Consult the following procurement documents (in latest editions) or their equivalent from financing institutions in the generation of procurement documents as appropriate for procurement of goods and services:  Guidelines for the Selection and Engagement of Consultants, Guidelines for Procurement of Goods and Services: Quality-and-Cost-Based Selection, Quality-Based Selection, Least Cost Selection, Selection based on Consultant’s Qualifications, and Shopping.
• Prepare requests for No Objection for the relevant Funding Agency (FA), as appropriate.
• Attend and record the minutes of each Bid Opening.
• Maintain copies of relevant procurement regulations of the Government of Saint Lucia (GOSL) such as, Procurement and Stores Regulations, and GOSL Procurement Organizational Structure, for the purpose of harmonization with the procurement guidelines of the FA.
• Initiate and assist the process of evaluation and selection of consultants, contractors and suppliers.
• Assist the process of development of the necessary rubric for evaluation of consultants in collaboration with other project officers.
• Assist, as focal point, the evaluation process for contracts procured under ICB, NCB and Shopping, and in the Selection of Consultants.
• Assist the scheduling of the bid opening process paying due regard to the role of the Central Tenders Board in the bidding, opening and evaluation processes.
• Prepare Invitations to Quote and Purchase Orders for the procurement of goods using the Shopping procedure.
• Prepare the necessary letters to contractors and suppliers as regards award of contract.
• Initiate and assist the process of requesting the Advance Payment Bank Guarantee, and discharge of Bid Securities.
• Ensure the notification of award of contracts to unsuccessful bidders and consultancy applicants, as appropriate.
• Manage the timely submission of signed contract documents to the FAs, the Auditor General, Accountant General, as required.
• Maintain the necessary databases to manage data on Inventory, Suppliers, Contractors and Consultants

Monitoring and Reporting

The Procurement Officer and Contracts Management Officer will ensure familiarity with the Procurement Plan, budget estimates and financial statements (planned and actual) of the PCU. The Officer will perform the following:

• Track the physical procurement progress of the various components goods/services/works in accordance with the approved Procurement Plan.
• Verify and monitor deliverables against signed contracts under the project.
• Maintain and update Contracts and Fixed Assets Register for the project.
• Participate in and contribute to management audits conducted under the purview of the Government Audit Department.
• Maintain proper procurement reporting procedures for the CDB and GOSL.
• Perform the required follow-up with suppliers, consultants and contractors for receipt of invoices for works and services in progress and upon completion.

 Overall Administration with regard to the Procurement Process

• Guidance for PCU staff as regards accurate filing to maintain accurate project records, reflecting the distribution and inventory control regarding equipment, furniture, appliances and devices/assistive devices, and office supplies.
• Establishment and Maintenance of Inventory Master for audit purposes.

Qualifications

• The officer should hold a Bachelor’s Degree in Business Administration, Business Management or a related discipline, with experience and/or certification in procurement of goods and services.  Information and Communications Technology (ICT) training/experience would be considered an asset.

Duration

• The duration of the assignment is expected to be for a period of forty-eight (48) months. However, contracts will be offered for one (1) year, and will be subject to renewal annually based upon job performance.