II. TERMS OF REFERENCE
Please visit our website atwww.mof.gov.tl and go to ‘Employment Opportunity’ to learn about our recruitment process and your application requirements including how to address the Selection Criteria in your application.
Applications need to be addressed to the Head of Human Resources Unit, at email address, firstname.lastname@example.org , no later than 17:00 hours Timor-Leste time on Monday, 21st March 2016.
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, that can be found at http://www.mof.gov.tl/wp-content/uploads/2013/02/APPLICATION_PROCEDURE_MoF-Revised-80213.doc 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. Only short-listed candidates will be contacted.
Subject to Criminal Records Check.
Job Title: Assets Management Adviser
Purpose: To lead a review of the assets management policies and procedures that will facilitate the decentralisation of responsibilities to line ministries and inform a revision of the legislative framework to enable implementation.
Reporting to: Director General State Finance (DGSF) through the National Director Supply and Asset Management (DNSAM)
Counterpart(s): DNSAM; Supply and Asset Management directorate staff.
Classification: A3 Specialised Professional
TOR Reference: February 2015, Approved by DGSF
Duration: 8 months, with possibility of extension based on workplan requirements, funding and performance.
Location: Ministry of Finance, Dili, Timor-Leste
· Degree or post graduate qualification in a field related to Asset Management and at least 10 years experience as a specialist in the asset management area.
· Demonstrated experience in reviewing and developing asset management policy and procedures and the skills to implement effectively.
· Demonstrated skills in developing effective working relationships with senior government officials, management, stakeholders, and directorate staff.
· Demonstrated skills and experience in facilitating consultative processes that effectively engage stakeholders.
· Ability to quickly acquire knowledge of asset management and other relevant Timor-Leste legislative and policy frameworks and work effectively within their requirements and the Timor-Leste context.
· Experience in developing or implementing decentralised management systems will be highly regarded.
· Experience working in a developing country
· Ability to build the capacity of staff through a range of modalities.
· Knowledge of Timor-Leste and the skill to communicate in more than one of the official and working languages may be an advantage (Tetun, Portuguese, English, Bahasa Indonesia).
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 State Finance within which the National Directorate of Supply and Asset Management (DNSAM) resides.
The key responsibilities of the DNSAM include:
a) Supervise and control the process and procedures on the management of inventory, disposal and auction of State movable assets;
b) Coordinate and manage warehousing and distribution for movable assets purchased for Whole of Government;
c) Ensure adequate procedures for disposal of State movable assets through improving the public tender evaluation as approved by the Disposal Committee;
d) Prepare the State movable assets disposal list based on degradation and the recommendations of the Disposal Committee;
e) Other tasks as stipulated by Law and letter/s of disposition.
The DNSAM requires the assistance of an Adviser to support its ambitious reform agenda which is premised on several key elements including the decentralisation of asset management to line ministries and municipalities; the automation of asset management utilising the Freebalance software system; the transition of MoF from a centralised control role, to one of monitoring and inspection; and the consolidation of the current legislative framework into one Decree Law with a supporting Ministerial Diploma that will operationalise the policy and reflect the local context. Whilst the Asset Management Adviser would provide the technical inputs for the consolidation of the Decree Law, the DNSAM and Adviser would access and collaborate with the expertise provided by the MoF Legal Unit for the drafting of the Law.
The MoF Strategic Plan and the Key Performance Indicators within the MoF 5 Year Plan guide the reform agenda in the DNSAM and will be the basis for the Supply and Asset Management Adviser’s Work Plan.
III. Scope of Work
1. Provide the expertise to the DNSAM for the review of the supply and asset management framework, as enshrined in the legislation (Decree Laws No. 8/2003 & No. 32/2011) with the outcome to be:
a. Provision of technical inputs to legal drafts person to consolidate Asset Management Decree Law that decentralises responsibilities to line ministries
b. Ministerial Diploma that defines the procedures to operationalise the law, (replacing the current Asset Management & Disposal Diploma)
c. Framework that reflects the Timor-Leste context including adherence to International Public Sector Accounting Standards “IPSAS”.
· Completion of review of the enabling framework, including recommendations.
· Level of engagement with the DNSAM and other key staff.
· Provision of specific, accurate, relevant to context and timely technical inputs to legal draftsperson.
· Completion of the legislative* framework to enable the implementation of a decentralised system of assets management.
· Approval of the new laws by the authorising body, the Timor-Leste Council of Ministers.
· High level of satisfaction with the framework by stakeholders.
*MoF Legal Unit will provide expertise in legal drafting for the Consolidated Decree Law
2. Assist the DNSAM to lead a consultative process with line ministries and other key stakeholders that will inform the new policy and procedural framework and build a high level of engagement and acceptance of the process and results.
· Level of consultation and engagement with line ministries and stakeholders.
· Level of line ministry & stakeholder satisfaction with consultation and engagement processes.
3. Support DNSAM to prepare and implement a plan that will enable the Directorate to:
a. socialise the new legislative and policy framework;
b. rollout modules of training to line ministries and other institutions that will enable the implementation of the new procedures.
· Socialisation plan implemented.
· Training modules developed and implemented.
· Level of DNSAM capacity to sustain training and adapt to future requirements.
· Level of line ministry & stakeholder satisfaction with socialisation and training processes.
4. Facilitate the establishment of the DNSAM system of oversight and inspection along with building the staff capacity to monitor and report on compliance with the decentralised framework and procedures and aligned with relevant laws including Section V Article 44, Decree Law No. 4/2014 Organic Structure of Pre-concentration Administration.
· System of monitoring and inspection established, aligned to relevant deconcentration laws.
· Staff have the capacity to sustain the system of monitoring and inspection.
5. Strengthen the capacity of the DNSAM staff through a range of modalities to ensure the sustainability of the new framework across the sector.
· DNSAM staff have the knowledge, skills and experience to sustain the implementation of the new policy and procedures.
· Range of capacity building modalities employed.
6. 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 Director of Supply and Assets Management;
·Quarterly Progress Reports to the National Director of Supply and Assets Management, against the agreed Work Plan;
·End of Assignment report to the DNSAM 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 DGSF in consultation with the DNSAM, 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 and in the Ministry’s Five Year Plan.