I.    Job Title:  Integrated Border Post General Manager (National)

II. Terms of Reference : Attached 

III. Application procedure

Please visit our website at www.mof.gov.tl   and go to ‘Employment Opportunity’ to learn about our recruitment process and your application requirements including how to address your application. 

Applications need to be addressed to our Resident Procurement Officer, at email address, jobs@mof.gov.tl, no later than 17:00 hours Timor-Leste Time on Monday, the 15th day of October, 2014. 

Applications should include (a) a covering letter (b) a detailed resume of no more than 7 pages and (c) Response to the Selection Criteria.

All applicants must answer clearly the selection criteria, in the attached format (pg 5), delineating how they have met the requirements. We do not expect that you would just cut and paste from your resume but rather explain concisely and succinctly how you have met these competences, possibly providing brief examples etc. Incomplete applications will not be considered.

Only short-listed candidates will be contacted.

TERMS OF REFERENCE

Job Title:                    Integrated Border Post General Manager (National)

Objective:                   The main objective of this assignment is to work under the supervision of the Director General of Customs to carry out the overall management of the border facilities including provide regular supervision to 1 IT Coordinator and 3 Facility Managers at Batugade, Salele and Sakato.

 Reporting to:             Director General of Customs

Classification:            Administrative Support Professional

Duration:                   24 months 

Location:                  DG Customs, Dili – Timor-Leste with requirement for regular travel to IBPs at Salele, Batugade and Sakato.

 
I. Selection Criteria 

 Essential 

§  Degree from a recognized tertiary institution with specialized training and at least 5 years work experience in facility management;

§  Demonstrated skills in the following areas: project management, financial management, public administration, procurement, and application of information technology; 

  • Ability to build working relationships with relevant primary agencies, land owners and the private sector;
  • Demonstrated ability to provide timely information and recommendation to senior management about any problems that might emerge;
  • Ability to model the attitudes and behaviours, including openness, teamwork, transparency, cooperation, communication, accountability and a customer service attitude;
  • Possessing flexibility, responsiveness, discipline and patience;
  • Demonstrated ability to adapt to challenges in the workplace, including finding creative solutions;

Desirable

§  An understanding of the relevant Government of Timor-Leste (GoTL) legislations and regulations;

§  Excellent English language skills both speaking and writing, ability to speak and write in Portuguese will be an advantage;

 
II. Background 

The Government has built three Integrated Border Posts (IBP) at Batugade near Mota-Ain, at Salele near Suai and at Sakato in Oecussi.  These posts will provide a modern “one stop” clearance facility for passengers and cargo entering and departing Timor Leste.  The facilities will provide state of the art technology solutions which will be managed by the primary border agencies of Customs, Immigration, Quarantine and PNTL’s Border Protection Unit.

 

The IBPs are similar in makeup consisting of a main building for processing entry and exit of passengers and cargo, a warehouse for cargo inspections, an x-ray inspection structure, a police compound, a detention centre and a generator complex. At Batugade and Salele there are also accommodation compounds.

 

Coordination of the IBPs will be through a Senior Management Council made up of the National Directors of the primary agencies or their appointed nominees.  The General Manager will meet regularly with members of the Senior Management Council under an agreed Terms of Reference for the Council. The Council will be chaired by the National Director of Customs. 

 

The Senior Management Council may:

·      discuss perceived deficiencies and problems relating to the operations of the IBPs and seek constructive resolution to overcome such problems; and

·      discuss ideas for more efficient approaches to delivering the required services at the posts, including closer cooperation between the primary agencies.

 

At each individual post a Facility Management Group will be set up to coordinate activities and overcome local problems. This Group will be made up of the senior officer of each primary agency operating at the IBP or his/her nominated delegate.  The Facility Management Group will develop an operating TOR which will allow for amongst other things the appointment of Chairpersons, establishing frequency of meetings and reporting arrangements.

 

The Senior Management Council and the individual Facility Management Groups may not task the Facility Manager to undertake tasks outside the scope of his or her signed Contract.

 

III. Scope of Work

The General Manager will report to the National Director of Customs in the Ministry of Finance and will be responsible for: 

RESPONSIBILITIES

PERFORMANCE INDICATOR

Ensuring logistical support at the IBPs through dedicated Facility Managers

Facility Management in place at each IBP

Managing and leasing of retail and commercial outlets[i] necessary for the effective operation of the posts including Duty Free Shops, Car Rental Companies, Money Exchange, Canteens and Restaurants;

Facility and Contracts management in place at each IBP

Preparing submissions for consideration of Government for new infrastructure requirements at the Integrated Border Posts.  All submissions to be discussed by the Senior Management Council

Budget prepared for running of IBP;

Request for improvements submitted to the Senior Management Council.

Co-ordination and preparation of minutes of regular meetings with the primary agencies through the Senior Management Council

TOR for Senior Management Council in place and regular meetings held;

 

Ensuring the maintenance, cleaning and gardening contract/s are carried out to th standards stipulated in the Service Level Agreement supplied and agreed by the successful Provider;

Maintenance, Cleaning and Gardening contract in place with service providers;

 

Contributes to the DG Customs team outcome and has a high level of personal accountability

Meets the standards and requirement of work by completing tasks on time and seldom having work modified or redone;

Keeps clear records of activities related to the accomplishment of stated objectives;

Can be relied upon to be at work and on time in accordance to assigned responsibilities.

Perform any other duties as required by the supervisor.

Level of responsiveness to requests/direction

 

IV. Key Deliverables

1.      In accordance with Performance Indicators as listed above.

2.      Within four weeks of commencement of the assignment, develop a Work Plan that is consistent with the relevant activities and performance indicators of the Ministry’s 5 Year Plan and KPIs, for approval by the DG Customs.

3.      Quarterly Progress Reports to the DG Customs.

4.      End of Assignment Report to the DG Customs, no later than ten (10) working days before the end of the current contract. 

 

IV. Performance Evaluation 

The performance of the IBP General Manager will be assessed by the Director General of Customs, using the Performance Appraisal System put in place and monitored by the Directorate-General for Corporate Services, Ministry of Finance.  This process will include a probation review within three (3) months of the commencement of the contract, regular reporting, ongoing workplace communications and annual performance appraisal.  Performance indicators are in place for all areas within the Ministry, and the incumbent’s work will be contributing to the achievement of the priorities as set out in their TOR, Directorate KPIs and in the Ministry’s Five Year Plan.

[i] Approval for these establishments must be given by the Senior Management Council and/or Facility Management Group. Individual primary agencies may need to establish rules and procedures for their operation before approval can be given.