Assistant Director: Assets Management at Independent Police Investigative Directorate (IPID)

REQUIREMENTS :

• A relevant tertiary qualification at NQF level 7 in Supply Chain Management, Logistics, Transport and Asset Management, bachelor’s in commerce. 3-5 years’ related Asset management and Transport management experience at supervisory level. A driver’s license. 

DUTIES :

• Monitor and review the capturing of all physical (movable and immoveable) assets in the physical asset management registers: Receipt of all moveable assets. Perform quantity and quality control. Allocation and bar code the assets. Capturing asset information in the relevant registers. Monitor and review the allocation of assets to asset holders. Determination of the asset allocation according to the asset management policy and procedures of the department. Capturing asset information on the inventory list of the asset holder. Issuing of asset and inventory list to asset holder. The delivery of assets to the asset holder. Approval of the moveable asset register updates. Oversee and review the monitoring of assets in accordance with the relevant policy and procedures. Monitoring assets for compliance with asset control prescripts. Monitoring assets for physical condition, utilization functionality and financial performance. Monitoring the performance of asset verification according to prescribed time frames. Compile reports on the state of assets. Promote correct implementation of sound asset management practices by: Informing, guiding and advising departmental employees on asset management matters; and Contributing to the design and development of asset management systems, policies, strategic and annual physical asset management planning. Supervise employees to ensure sound physical asset management. This would, inter alia, entail the following: General supervision of employees. Allocate duties and do quality control of the work delivered by supervisees. Advice and lead supervisees with regard to all aspects of the work. Manage performance, conduct and discipline of supervisees. Ensure that all supervisees are trained and developed to be able to deliver work of the required standard efficiently and effectively. Develop, implement and monitor work systems and processes to ensure efficient and effective functioning. Address enquiries and provide advice and guidance on asset allocation and control. Manage departmental fleet in accordance with transport policies and Treasury guidelines: Vehicle allocation and utilization. Trip authorizations and logbook monitoring. Oversee fuel usage and fuel card management. Oversee maintenance schedules and repairs. Oversee vehicle licensing and insurance compliance. Monitor misuse, irregular usage, and cost inefficiencies. Maintain a fleet register aligned with asset records. Compile reports on fleet performance, cost per vehicle, usage trends. Ensure compliance with official transport policies. Ensure compliance with loss control procedures (accidents, damages). Control and safeguarding of all supply chain documentation.
• Implementation of secure document management and filing systems aligned to PFMA/MFMA and National Treasury SCM guidelines. Enforcement of access control measures for all physical and electronic SCM records. Maintenance of accurate and complete audit‑ready records for all procurement processes. Application of confidentiality and information‑protection standards for supplier and bid information. Regular monitoring, review, and verification of SCM documentation for compliance and integrity. Provision of secure storage, backup, and archiving solutions for long‑term record retention. Controlled handling, movement, and disposal procedures for sensitive SCM documentation. Reporting and Governance. Compile and submit monthly, quarterly an annual asset and fleet reports. Provide inputs to the Annual Financial Statements (AFS) and the Interim Financial Reporting (IFR). Monitor audit findings and implement action plans. Ensure compliance with PFMA, Treasury Regulations and Internal SCM policies. Policy Development and Advisory Services.
• Contribute to the development and review of Asset management policies and Transport/ Fleet Management policies. Provide guidance to officials on asset control procedures and fleet usage compliance. Support implementation of improved systems and controls. Risk Management and Internal Controls. Identify and mitigate risks related to asset losses misuse of vehicles and weak internal controls. Strengthen segregation of duties. Strengthen approval processes. People Management. Supervise and manage staff. Allocate duties and monitor performance. Conduct performance reviews (PMDS). Ensure staff training and development. Ensure adherence to policies and procedures. Promote culture of accountability and compliance.