I. Job Title:    Procurement Officer

II. Terms of Reference

Attached. 

III. Application procedure

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

Applications need to be addressed to the Head of Human Resources, at email address, jobs@mof.gov.tl , no later than 17:00 hours Timor-Leste time on Friday, 11th 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 https://www.mof.gov.tl/wp-content/uploads/2015/11/APPLICATION_PROCEDURE_MoF-Revised-2015.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. 

Incomplete applications will not be considered.

Only short-listed candidates will be contacted.

Subject to Criminal Record Check.

Previous applicants need not apply.

Balbina Soares
Interim Director General for Corporate Services
Ministry of Finance

República Democrática de Timor-Leste
Ministério das Finanças

Terms of Reference

Job Title:                      Procurement Officer

Purpose:                     Assist in handling of all procurement functions for goods and services of the MoF.  The Officer shall ensure the implementation of accurate planning, quality control, procurement documentation and procurement-related performance management including the establishment and implement of MoF procurement systems and procedures in line with RDTL Laws and MoF guidelines. 

Reporting to:              National Director of Procurement 

Counterpart(s):          Staff at National Directorate of Procurement

Classification:             C3. Specialized Professionals

TOR Reference:          23/02/2016, Director-General of Corporate Services

Duration:                    12 months contract, with possibility of extension (based on performance assessment and the need)

        Expected commencement date 01 March 2016

Location:                     Ministry of Finance, Dili, Timor-Leste

I. Selection Criteria 

Essential 

·        Demonstrated working  knowledge and experience in all stages of the procurement life cycle;

·       Comprehensive knowledge and understanding of  the RDTL procurement laws and guidelines, enabling sound judgement and decisions/advice on procurement activities within delegated authority;

·       Proven experience in using an e-procurement system (e.g. SAP, ATLAS, FreeBalance);

·       Proven experience in communicating to achieve agreed outputs and quality;

·       Proven self-management skills, motivated and supporting the implementation and improvement of procurement processes

·       Demonstrated ability to collect and analyse data, compile accurate information, and prepare accurate reports and recommendations;

·       Demonstrated understanding of the added value of effective teamwork and customer service;

·       Ability to communicate effectively in Tetun and in English.

Desirable

·        Degree in Management or related area

·       Ability to communicate effectively in Portuguese.

II. Scope of Work

Responsibilities

Performance Indicator

1.   Support the management of the National Directorate of Procurement, , support development of professional and technical competencies, including work practices based on quality systems and compliance with all legislation and Ministry Guidelines

·  Staff concerned has clear understanding of  their responsibilities and are able to report on the relevant KPIs

·  Systems in place to monitor work flow and compliance with deadlines

2.   Provide inputs and in-line support the development and regular update of the MoF’s Annual Procurement Plan in line with MoF’s Annual Budget Appropriation and in consultation with relevant MoF managers

·  Inputs to MoF Annual Procurement Plan regular updates, to ensure its relevance and  accuracy throughout the year

·  Inputs to monthly status reports provided against MoF’s Annual Procurement Plan 

·  Procurement Plan prepared for the succeeding annual budget preparation processes

3.   Provide in-line support to the Procurement Directorate staff in the preparation of high quality procurement documentation in accordance with the required timelines, and in consultation with relevant technical experts within the Ministry

·  Database developed to track all bid/tender documentation and consultation undertaken

·  Documentation maintained to track consultation with technical experts on all bids/tenders prepared

·  Reports accepted as accurate and to high quality

·  Systems in place that ensure documented approval by specialists/experts of the technical specifications

·  All templates for tenders and contracts reviewed to be accurate and simplified, in line with the provisions of the law

4.   Support  the development of systems and procedures to ensure that the analysis of all procurement requests  from MoF work units are completed in an effective way, resulting in the determination of the  appropriate method(s) of procurement to be used.

·  Demonstrated knowledge of the relevant law(s) and their application to ensure that tendering processes are conducted in conformity with government procurement policies.

5.   Provide advice and in-line support in the effective and efficient management of all stages of the procurement cycle, analyse and identify high risk areas and provide risk management advice while supporting effective customer service standards and continuous professional improvement.

·   Documentation prepared  for approval, including addendums if required

·   Pre-bid meetings and site visits conducted resulting in increased compliance of bids

·   Bid openings managed successfully

·   Tender Evaluation Committees established and tender evaluation reports prepared for approval

·   Contracts successfully negotiated to achieve best value for money

·   Debriefing sessions to unsuccessful bidders conducted

6.   Provide in-line support in the preparation of Contract Amendments as required

·   Contract amendments prepared as required, ensuring full contractual & legal compliance.

7.   Working with the Procurement Directorate and the Contract Management Unit, provide advice and in-line support to the development and maintenance of an accurate Supplier Performance Management Database

·   Supplier Performance Management Database established and reports generated identifying level of performance and issues arising

8.   Provide advice and actively support the National Directorate’s contribution to the management team processes and customer service culture within the Corporate Services, including timely planning, reporting, records management and analysis of problems and provide effective solutions.  

·   All requirements met for planning and reporting within DGCS and MoF on time and to the quality required

·  Evidence collected and progress reports prepared against DGCS KPIs

·   MoF records management (hard copy and soft copy) & archive rules implemented for all procurement records, ensuring confidentiality and security 

·   Customer Service standards developed

9.   Perform such other miscellaneous duties and reporting as will be assigned.

·  Examples provided of initiative and responsiveness in relation other duties

III. Key Deliverables

  • In accordance with the performance indicator listed above;


·        Within 4 weeks, develop an Assignment Work Plan that is consistent with relevant activities and performance indicators of the Ministry’s five year plan and Unit KPIs;

·       Quarterly progress report against the agreed Work Plan submitted to the  Director General of Corporate Services through the National Director of  Procurement; and

·       Provide an End-of-Assignment report to Director-General of Corporate Services through the National Director of Procurement, no later than 10 working days prior to the end of contract.

IV. Performance Evaluation 


The performance of the Officer will be appraised and evaluated by the National Director of Procurement, using the Performance Appraisal System put in place and monitored by the Director General of Corporate Services, Ministry of Finance.  This process will include a probation review within two (2) 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.