ASSET MANAGEMENT SPECIALIST


Location : Dili, Timor Leste
Application Deadline :11-Oct-13
Additional CategoryCrisis Prevention and Recovery
Type of Contract :FTA International
Post Level :P-3
Languages Required :
English  
Duration of Initial Contract :1 year
Expected Duration of Assignment :1 year with possibility of extension depending on available fund

Background

With national elections in Timor-Leste held in 2012, formation of the new government and UNMIT’s mandate ending at the end of 2012, UNDP has taken steps to assume larger roles and responsibilities in supporting capacity development of national police services. The project Strengthening National Police Capacity in Timor-Leste, initiated in 2011, was intended to develop capacities of the Timorese National Police (PNTL) to deliver quality police services to the population of Timor-Leste following resumption of executive policing over the national territory, and to maintain stability during the potentially sensitive period of the 2012 national elections and UNMIT draw-down.

The current project is about supporting capacity development of the PNTL in post-UNMIT environment. It provided a platform for increasing UNDP’s engagement on policing in 2013 and 2014 in collaboration with other UN entities and bilateral actors present in the country. UNDP’s assistance will focus on strategic planning, database management, HRM and assets management and administration.


Duties and Responsibilities

Summary of Key Functions: 

  • Knowledge transfer on Asset management and procurement to the counterpart;
  • Collect information on PNTL Assets;
  • Preparing monthly progress report of procurement activities.

The Asset Management & Procurement Officer will work under the overall supervision of the Senior Technical Advisor (STA) and the National Project Manager. The officer will work full time in the PNTL HQ and working closely with the Head of Administration, the PNTL Inspector General and the heads of technical and administrative departments.

Duties and responsibilities include but are not limited to the following:

  • Review PNTL Asset Management Files with reference to RDTL Inventory & Moveable Assets Management Manual and RDTL Decree Laws;
  • Input Asset Registers to show data district by district in a simple worksheet format to allow for PNTL Asset Management Officers to better understand MS Excel file operations;
  • Include extra data field columns to allow for PNTL Barcode information that will be assigned to each asset as per Ministry of Finance National Directorate of Asset Management procedures, and other relevant data;
  • Complete a full Asset Inventory audit of PNTL HQ / Districts / Sub-districts / Offices and Units and update all registers, issue voucher documentation and other required information;
  • Collect information on PNTL Assets (vehicles, generators, computers, printers, laptops, furniture etc.) that are listed as damaged or not in use, and to determine if unserviceable and / or uneconomical to repair therefore beginning disposal action;
  • Support PNTL to review the Procurement Plan (PP) periodically in order to implement proper linking with assets identification and disposal;
  • Provide advises to PNTL to find an optimal procurement methods including slicing and packaging, procurement including advertising, pre-qualifying and short listings of consulting/goods/non consulting services;
  • Assist PNTL in receiving applications/bids/proposals and examining and evaluating the same;
  • Assist PNTL in negotiating, bidding, preparing contracts for Goods for approval by the competent authority;
  • Preparing monthly progress report of procurement activities, project account and trimester progress for the PNTL Management Dashboard.

Impact of Results

The provision of holistic advice for the Head of Administration, the PNTL inspector General and the heads of Technical and administrative departments will enhance oversight capacity of the asset management and procurement sector in PNTL. Sustainability is further enhanced through acquiring new knowledge and skills and ability to cope with new situations on the asset management and procurement sector in PNTL.

The gradual transfer of technical skills to Timorese counterparts, will gradually lessen dependence of the PNTL on international expertise, and further strengthen national ownership of the asset management and procurement sector development process.


Competencies

Corporate Competencies:

  • Demonstrates integrity by modeling the UN’s values and ethical standards;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Treats all people fairly without favoritism.

Functional Competencies:

Knowledge Management and Learning:
  • Shares knowledge and experience and provides helpful advice to others in the office;
  • Ability to develop systems for structuring, codifying and providing access to information and knowledge.
Development and Operational Effectiveness:
  • Ability to provide technical support on assets management and procurement processes; Good knowledge of procurement systems, Microsoft Windows, knowledge of Microsoft Windows network administration;
  • Ability to provide input to business processes re-engineering, elaboration and implementation of new systems.
Leadership and Self-Management:
  • Focuses on result for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates openness to change and ability to manage complexity.


Required Skills and Experience

Education:

  • A master degree in Economics, Procurement or a related field.

Experience:  

  • Five (5) years relevant work experience in related area;
  • Experience in managing supply, assets and procurement systems besides formation of policies and capacity building;
  • Demonstrated ability to work on a diverse team in a complex and a highly demanding environment;
  • Excellent computer/information systems skills to conduct data collection and analysis and to produce quantitative and qualitative reports;
  • Good knowledge of police administration issues;
  • Experience in working in UNDP Country Offices especially in crisis prevention and recovery context;
  • Understanding of Timor-Leste context.  

Language Requirements:

  • English and French are the working languages of the United Nations;
  • For this post, fluency in English (both oral and written) is required. Knowledge of Portuguese or Tetum is highly desirable.


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