The Ministry of Finance (MoF) is seeking for a qualified applicant to fill the position of a Logistics Adviser to support the Ministry of Finance (MoF) to effectively manage logistics and the maintenance of MoF assets through the development and implementation of procedures, efficient warehousing and strengthening staff knowledge and skills in contemporary, contextually appropriate and sustainable logistics.

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. Please note that this vacancy is open for Timorese nationals only. Applications from non Timorese nationals will not be considered.

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 Tuesday, the 31st 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.

Job Title:                    Logistic Adviser 

Purpose:    To support the Ministry of Finance (MoF) to effectively manage logistics and the maintenance of MoF assets through the development and implementation of procedures, efficient warehousing and strengthening staff knowledge and skills in contemporary, contextually appropriate and sustainable logistics.

 Reporting to:             Director General Corporate Services (DGCS) through the National Director Logistics and Maintenance (DNLM)

Counterpart(s):         DNLM; Heads of Department: Assets Management; Logistics, Supply and Warehousing

 Classification:            Skills Development Adviser   

 TOR Reference:        25 Sept 2014

 Expected start date: first week of January 2015

 Duration:                   1 year

 Location:                    Ministry of Finance, Dili, Timor-Leste

 

I.  Selection Criteria

Essential 

·        University degree in a related field.

·        Significant knowledge and experience in the principles and practices of logistics, asset management, supply and warehousing.

·        Demonstrated experience in reviewing and developing procedures related to the management of assets, logistics and warehousing and the skills to implement effectively.

·        Demonstrated skills in developing effective working relationships with senior management, stakeholders, and directorate staff.

·        Demonstrated skills in facilitating participatory processes that effectively engage staff and stakeholders.

·        Ability to quickly acquire knowledge of, and adapt to, Timor-Leste legislative and policy frameworks relevant to the role and work effectively within their requirements.

 

Desirable

·         Experience working in a developing country.

·         Ability to strengthen the capacity of staff through a range of modalities.

·         Knowledge of Timor-Leste and the skill to communicate in one of the official and working languages (Tetun, Portuguese, English, Bahasa Indonesia) would be an advantage.

 

II. Project Background

The Ministry of Finance of Timor-Leste (MoF) is the central body of the Government responsible for drafting, executing, coordinating and assessing the policies defined and approved by the Council of Ministers, for the areas of annual planning and monitoring, budget and finance.  It is mandated to undertake functions related to macroeconomic policy (in collaboration with the Central Bank) and to propose policies and draft laws and regulations on tax and non-tax revenues.  MoF is under the responsibility of the Minister of Finance, and carries out its responsibilities through central services integrated in the direct administration of the State, including the General Directorate of Corporate Services within which the National Directorate of Logistics and Maintenance (DNLM) resides.

 
It is within this framework that the DGCS through the DNLM, that the MoF manages its own supplies and assets.

It is the responsibility of the DNLM to perform the following tasks for the MoF:

a) Ensure the inventory, maintenance and preservation of state assets allocated to MoF, including buildings, automobiles and office equipment, in collaboration with the relevent State authorities.

b) Coordinate the implementation and distribution of material and other equipment to all MoF directorates and units.

c) Ensure, the acquisition / small construction / installation of goods and services.

d) Perform surveillance, security, cleaning and maintenance of MoF premises.

The DNLM requires the assistance of an Adviser to support an ambitious agenda which needs to align with the State’s decentralisation of asset management to line ministries and the automation of asset management utilising the Freebalance software system.  As the State will transition from a centralised control role to one of monitoring and inspection, the MoF through the DNLM needs to develop and implement procedures that will enable the directorate to be effective and efficient in managing the MoF assets and logistics.  The MoF Strategic Plan and the Key Performance Indicators within the MoF 5 Year Plan guide the reform agenda in the MoF and will be the basis for the Logistic and Asset Management Adviser’s Work Plan. 

 

III.             Scope of Work

 Responsibility

Performance Indicator

1.      Provide expertise to the DNLM to enable the implementation of a transparent asset management system and standard operating procedures (SOP).

·   Level of engagement with the DNLM and other key MoF staff in review & development of MoF asset management system & procedures.

·   Development & approval of SOPs

·   High level of MoF satisfaction with the asset system and procedures framework.

2.      Support DNLM to prepare and implement a plan that will enable the Directorate to socialise and implement the SOPs.

·    Socialisation & implementation of SOPs.

·    Training modules developed and implemented (where relevant).

·    Level of DNLM capacity to sustain training and adapt to future requirements.

·    Level of participants satisfaction with socialisation and training processes.

3.      Facilitate the DNLM engagement with the Freebalance Asset module system and a process for transitioning the current spreadsheet procedures and data records.

·    Plan developed, approved & implemented to transition & maintain data.

·    DNLM data transitioned to the Freebalance system.

4.      Support DNLM to review warehouse operations and fuel storage to ensure inventory receipt and storage is managed effectively, safely and securely.

·    SOPs for warehouse operations & fuel storage developed, approved & socialized.

·    Measureable improvement in warehouse operations.

5.      Support DNLM to review fuel management (vehicles, generators, Customs Xray) across MoF to strengthen efficiency & accountability processes.

·    SOP for fuel management developed, approved & socialized.

·    Measureable improvement in fuel management efficiency.

6.      Facilitate a proposal to establish an  effective pool system for vehicle management & driver allocation  across MoF,

·    Pool vehicle management & driver allocation system proposed & approved.

·    Improved effectiveness & efficiency of vehicle & driver access during business hours.

7.      Strengthen the capacity of the DNLM staff through a range of modalities to ensure the sustainability of the new procedures across MoF.

·    DNLM staff have the knowledge, skills and experience to sustain the implementation of SOPs.

·    Range of capacity building modalities employed.

·    Number of staff learning & development activities.

8.      Support the National Director to draft the Annual Action Plan (AAP) and Budget and meet Key Performance Indicators.

·    Level of progress towards DNLM KPIs.

·    DNLM AAP & budget documents comply with MoF planning processes & deadlines & reflect DNLM needs.

9.      Other requirements as directed.

·    Level of initiative and responsiveness to requests.

 

IV. Key Deliverables

 

·         In accordance with the performance indicators listed above.

·         Within four weeks of commencement, develop an Activity Work Plan that is consistent with the relevant activities and performance indicators of the Ministry’s 5 Year Plan and submitted to National Director of Logistics and Maintenance;

·         Quarterly Progress Reports to the National Director of Logistics and Maintenance, against the agreed Work Plan;

·         End of Assignment report to the DNLM no later than 10 working days prior to the end of contract. 

 

V. Performance Evaluation 

The performance of the Advisor will be appraised and evaluated by the DNLM in consultation with relevant stakeholders, 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.  Key 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 and in the Ministry’s Five Year Plan.