JOB
Under the general supervision of an agency-head or designee, the Chief Procurement Officer (CPO) is responsible for overseeing and coordinating all aspects of the Central Government's purchasing system. Develops and implements policies and procedures that ensure compliance with all relevant Virgin Islands rules, regulations, and laws. Supervises and manages the procurement of professional consultant services and sophisticated information technology, working closely with department heads and other stakeholders.
This position requires a high degree of independent judgment in devising improved procedures, interpreting existing regulations, and making recommendations to superiors. Incumbent supervises subordinate supervisors, clerical staff, and other support personnel, ensuring the smooth operation of the procurement function.
This position requires a confidential relationship to a policymaker.
EXAMPLE OF DUTIES Reviews requisitions and liaises with vendors to obtain product or service details, such as price, availability, and delivery schedules.
Selects products for purchase by testing, observing, or examining items.
Plans, organizes, directs, and reviews the delivery of purchasing, central warehousing, and mail courier services for departments.
Develops, implements, and reviews division goals, objectives, policies, procedures, and priorities.
Reviews and approves purchase requisitions in accordance with established procedures.
Develops or reviews equipment purchases requiring formal bids; oversees inventory control and record systems.
Prepares or reviews formal bid recapitulations and coordinates major deliveries; supervises the development of bid specifications, RFPs, RFQs, and other solicitations.
Reviews, opens, and publicly reads bids for in-house solicitations exempt from the formal advertisement process.
Analyzes bids and makes recommendations on major purchases.
Serves on evaluation committees at the Department of Property and Procurement as applicable.
Acts as a liaison between departments and the Department of Property and Procurement, and coordinates with public agencies on cooperative purchasing programs.
Prepares periodic reports and establishes policies and procedures for purchasing, central stores, and mail courier services.
Meets with department officials to develop specifications and resolve business issues.
Reviews business documents and contracts for compliance with the Virgin Islands Code and Rules and Regulations.
Directs purchasing and central stores activities with departments, divisions, sections, and outside agencies; oversees the sale or disposition of surplus or obsolete items.
Maintains a procurement card program with appropriate controls, accounting, and auditing procedures.
Supervises, trains, and evaluates subordinate staff.
Performs other related duties as required.. SUPPLEMENTAL INFORMATION FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION
Knowledge of purchasing and procurement principles and practices.
Knowledge of product information related to materials, supplies, and equipment used in the Virgin Islands Department and local government.
Knowledge of US Postal Service mail design and handling practices.
Knowledge of federal and local purchasing laws and procedures.
Knowledge of storekeeping, warehousing methods, and inventory control procedures.
Knowledge of organizational, administrative, budgetary, and personnel management principles.
Knowledge of automated purchasing and warehousing information systems.
Skill in multitasking and time management.
Skill in Microsoft Office, particularly Outlook and Excel.
Ability to assign, direct, review, and evaluate the work of subordinate staff.
Ability to communicate effectively, both orally and in writing.
Ability to analyze, evaluate, and modify purchasing methods and procedures.
Ability to interpret and explain policies and procedures related to purchasing, central stores, and mail/courier services.
Ability to make independent decisions based on policies and facts.
Ability to analyze financial, statistical, and market data.
Ability to deliver oral presentations and facilitate meetings.
Ability to comprehend, analyze, and resolve complex problems and make recommendations.
Ability to work in a fast-paced environment, multitask, and meet deadlines.
Ability to exercise sound, independent judgment.
Ability to establish and maintain effective professional relationships with supervisors, colleagues, and vendors.
Ability to consistently complete assigned tasks on time.
Ability to write reports detailing daily, weekly, and monthly activities.
Ability to write, update, and edit policies and procedures.
FACTOR 2- SUPERVISORY CONTROLS
Work is supervised by a higher-level officer and performed independently. Work review involves periodic evaluations of policy development, major purchase recommendations, and regular reporting on procurement activities to ensure alignment with organizational goals, and compliance with applicable laws.
FACTOR 3- GUIDELINES
Guidelines include established operating procedures, per the Virgin Islands Code, Government of the Virgin Islands (GVI), and other relevant regulations that provide a structured framework for decision-making. The need for judgment in applying or developing new guidelines will be constrained by specific instructions, procedures, and policies that delineate the scope of permissible actions, ensuring consistency and adherence to established standards while limiting the extent of discretion in adapting the guidelines.
FACTOR 4- COMPLEXITY
Work is multifaceted in nature and involves overseeing diverse procurement activities and managing various procurement processes. Work involves devising and implementing innovative procurement strategies, addressing intricate issues that arise, and ensuring compliance with evolving regulations, all of which demand a high level of expertise, creativity, and strategic thinking.
FACTOR 5- SCOPE AND EFFECT
The purpose of the work is to develop procurement policies, manage purchasing activities, and oversee staff to achieve optimal procurement outcomes. The impact of the work extends to the entire organization and its stakeholders, as efficient procurement practices support operational efficiency, cost savings, and adherence to legal requirements, ultimately benefiting both internal departments and external partners through streamlined processes and reliable supply chain management.
FACTOR 6- PERSONAL CONTACTS
Contacts are agency heads, other departmental officials, staff, employees from within own agency as well as other agencies, vendors, and evaluation committees.
FACTOR 7- PURPOSE OF CONTACTS
Contacts are made to obtain and disseminate information, supervise staff, coordinate procurement activities and resolve issues, facilitate purchasing processes, negotiate contracts, and ensure compliance with regulations. These contacts occur under various conditions, from routine operational meetings to high-level negotiations, necessitating effective communication and professional engagement in diverse settings.
FACTOR 8- PHYSICAL DEMANDS
Work is primarily sedentary with occasional requirements for physical activity including intermittent standing and walking during meetings and site visits, as well as occasional lifting of documents or small office supplies, typically weighing up to 25 pounds. Activities such as reaching and stooping may be required when accessing files or equipment.
FACTOR 9- WORK ENVIRONMENT
Work is performed in an office setting with normal, everyday risks. The role involves minimal exposure to hazardous conditions, but general office safety protocols, such as ergonomics and proper equipment use, must be observed to prevent discomfort or injury. Occasionally, the CPO may travel to vendor sites or other external locations, requiring adherence to travel safety guidelines and precautions. Travel may involve visiting procurement sites, attending conferences, or meeting with vendors, necessitating the ability to manage time effectively and navigate different work settings.
