Procurement & Logistic Officer - Major Projects Secretariat (MPS)

JOB ADVERTISEMENT

 

I.                Vacant Position(s) at the Major Projects Secretariat (MPS)

 

No	Job Title	Reference No	Quantity Needed	Eligible to Apply
1	Procurement & Logistic Officer	RDTL-FI-SGP-2021-008	1	National Only

 

II.            Application Procedure

The application needs to be sent online to the email address: vaga@sgp.tl, no later than 17:00 hours Timor-Leste time, on Friday, 08^th of October 2021. Please address your application to the HR Section, at the MPS. In the subject line, please write the name of the position you want to apply for, and your complete name, for example: Procurement & Logistic Officer_Joao Martins Belo

The application should include (a) A cover letter (b) A response to the selection criteria (c) A detailed résumé or CV, which includes the contact details of three professional references.

Please download a Form of the Response to the Selection Criteria at: https://tinyurl.com/yc4tohdo

Incomplete application will not be considered and only short-listed candidates will be contacted.

 

Terms of Reference

Position: Procurement and Logistic Officer (1) 

Reference: RDTL-FI-SGP-2021-008  

Classification: Fixed-Term Contract 

Duration: One Year with 2 Months’ Probation Period (with the possibility of extension based on the performance assessment and the need) 

Reports to: Coordinator of Administration and Information Technology

Directorate: Administration and Information Technology

 

I.             BACKGROUND

According to the Decree-Law No. 1/2016 of the General State Budget for 2016, the establishment of the Infrastructure Fund (IF) was approved to ensure the effectiveness and efficient implementation of strategic investments and infrastructure projects. The Major Project Secretariat (MPS), under the Ministry of Planning and Territory is an Autonomous Agency that is responsible for providing technical and administrative support to the Administrative Council of the Infrastructure Fund (CAFI), based on the Decree-Law No.13/2016. In order to perform its tasks and responsibilities, as specified in the IF Decree-Law, the MPS conducts the recruitment process for procurement and logistic officer position to continue supporting the routine activities of the logistic and procurement, at the Department of IT, Procurement and Logistics.

 

II.          OBJECTIVES

The procurement and logistic officer will provide technical assistance in the IT, Procurement, and Logistic Department, under the Directorate of Administration and Information Technology. He or She will assist MPS in managing the related logistical and procurement activities, and ensure to carry out effective logistic services and suitable procurement processes based on the applicable laws, regulations, and procedures of the Republic Democratic of Timor-Leste.

 

III.       SCOPE OF WORKS

The procurement and logistic officer shall undertake the following duties and responsibilities:

• Ensures all the procurement processes to be implemented based on the applicable RDTL procurement laws and guidelines;
• Undertakes the activities for all the procurement life cycle, including the recruitment of staff, identify the demanded good(s) or service(s), review the technical specifications for goods, research of potential suppliers, prepare the request for quotations (proposal), announcement, bid evaluation criteria, and service evaluation;
• Prepares  the request  for contractual arrangement and ensuring full contractual and legal compliance, ensures the delivery of goods and services in a timely and quality manner; maintains a roster of suppliers, inspection and follow up on the quality aspect, and follow-up on the status of payment of goods and services procured as per contract;
• Files and updates the files and records, and the contract  amendments with the goods and service providers/suppliers;
• Contributes to the preparation of MPS annual budget plan, as well as the procurement plan with close collaboration with the relevant departments at MPS;
• Updates the market price list of MPS goods quarterly;
• Contributes to the process of reviewing the invoice(s) by verifying its validity and accuracy including the verification of the supporting documents before continuing for the payment. Ensures the payment is tracked and updated on a regular basis;
• Creates the procurement module, payment order (PO), and contract management (CM) of the staff salaries, as well as the operational expenses in the free balance system;
• Maintains and updates the database of all assets conditions of MPS quarterly, and arranges for maintenance, or a new acquisition. Ensures that all MPS assets are properly recorded, registered, tagged, and tracked. Regularly updates the asset register with changes and new acquisitions as per Government Assets Management Policy/Rules and the law;
• Tracks and reports the use of office inventories/stationeries and fuel vouchers, and projected the reacquisition plan for the succeeding year;
• Manages MPS storage of equipment, goods, and materials and ensures that they  are properly placed based on the MPS rules;
• Contributes to the preparation and distribution meeting or conference materials, and arranges for adequate facilities, and ensures the logistical issue is solved during the movement of personnel for field program activities;
• Ensures all lost, damaged, sold, stolen (or other) items are properly recorded and ensures any necessary, and supplement documentation is completed;
• Supervises the team of drivers, manages the staff movement and ensures the adequate documentation of transport-related matters, including transport documents, logbooks, passenger itinerary details, etc.;
• Performs other related duties as required by the Head of IT, Procurement and Logistic Department, and the Coordinator of Administration and IT.

 

IV.             KNOWLEDGE, SKILL, AND ABILITY

• Demonstrates working  knowledge and experience in all stages of the procurement life cycle;
• Demonstrates knowledge of supply chain, administration and evaluation techniques, and practices;
• Proven self-management skills, has better customer service skills and strong negotiation skills;
• Good level of computer literacy, including MS Excel and database applications;
• Documents preparation and filing skills;
• Plans work, anticipates risks, and sets goals within the area of responsibility;
• Demonstrates ability to collect and analyze data, compile accurate information, and prepares accurate reports and recommendations;
• Able to work independently and as part of the team;
• Ability to detect and resist potential fraud;
• Ability to manage constructive criticism, listen and clear communication, maintain effective work relations with suppliers, self-improvement, creative and initiative.

 

V.   SELECTION CRITERIA

 

Essential:

• University Degree in Supply Chain Management, Business Management or a related field from an accredited academic institution;
• Minimum of two (2) years of Professional Experience in the field of Procurement & Logistics, Supply Chain, and the other related field;
• Ability to communicate effectively in Tetun and English
• Good level of computer literacy, including MS Excel and database applications;
• Have previous experience and knowledge on the procurement activities include knowledge of RDTL Procurement Guideline and Decree-Law, as well as International Procurement Standard;

 

Desirable:

• Experience in using an e-procurement system (ex. Free Balance);
• Ability to speak and write Portuguese language;
• Have previous experiences and  knowledge of national and international contracts preparation and procedure;
• Readiness to work with other international/national staff within a multi-cultural environment.

 

VI.             PERFORMANCE EVALUATION

 

The performance of the procurement and logistic officer will be assessed by the Coordinator of the Directorate of Administration and IT, using the Performance Appraisal System at the MPS.

There will be a probation period of two (2) months.