PROJECT MANAGER – ASSET PLANNING, MANAGEMENT AND UTILISATION
THE UNIVERSITY OF THE SOUTH PACIFIC
The University is embarking on a project to improve the planning, management and utilisation of its buildings and equipment at its 14 campuses in all its member countries. It is seeking a Project Manager to lead this project and to develop a systematic and effective approach to planning for, maintaining and using assets that supports USP’s strategic plan.
The University of the South Pacific (USP) was established in 1968 as a regional tertiary institution and it now serves twelve member countries. 
Indicatively USP has:
- Land and buildings $161 million
- Equipment and furniture $13 million
Whilst there has not been any valuation since 1992, the value of the University’s assets is currently estimated at $296 million. 73% of these assets are on its Laucala Campus in Suva and 27% at its 13 other campuses in the USP member countries.
USP maintains asset records and has plans for almost all of its buildings and equipment. It has also previously undertaken asset utilisation reviews. However, these records and information may not be complete. It is therefore anticipated that a significant exercise during this project, will be to manage and supervise the collection of information relating to “the current state” of the assets, as a prerequisite to improve planning, management and utilisation.
2. Project Activities
The Project Manager in developing a systematic and effective approach to planning for, maintaining and using assets, will be expected to:
(i) design and implement an effective mechanism for recording and maintaining all asset information
(ii) manage and supervise the accurate collection of information relating to “the current state” of the assets i.e. description of assets, their current state, location and service expectations
(iii) review the existing Capital Asset Request (CAPEX) procedures and make recommendations for changes.
(iv) develop an asset management plan for existing assets
(v) collect and analyse data on asset utilisation and propose options for improving asset utilisation
(vi) train and support USP personnel on the use of the systems and procedures
3. Project Outputs
There will be five key outputs from this project:
(i) implementation of a University wide Asset Management Systems and Procedures, including the setting up of a computerised system
(ii) the accurate collection and compilation of information relating to “the current state” of the assets i.e. description of assets, their current state, location and service expectations
(iii) the entry and updating of ALL the information in (ii) on the selected software system
(iv) a Report that includes:
a) recommendations for changes to the existing Capital Asset Request (CAPEX) procedures to make it more effective in helping the University to meet its strategic goals
b) an asset management plan for existing assets
c) a proposal on different options for the University to improve asset utilisation
(v) the provision of appropriate training and support to USP personnel on the use of systems and procedures for asset planning, management and utilisation
4. Required Skills
The Project Manager should:
- have experience with asset planning, management and utilisation, preferably in tertiary institution
- understand good practice in asset planning, management and utilisation
- have experience in managing similar projects
- have strong relevant asset software system knowledge and experience
- appreciate and understand the environment in which USP operates
- be able to manage a number of technical support staff who will assist with the collection of asset data and contribute to software implementation.
The expected consultant days for this project is a maximum of 80 days. It is envisaged that the Project Manager will engage in the Project for 60 days in 2009 and for 20 days in 2010.
This project should commence no later than 1st September 2009 and to be completed in two stages by 31 March 2010:
(i) Stage 1 by 30 November 2009
- implementation of the Asset Management Systems and Procedures; collection, compilation and entry of all relevant data; and staff training for the Laucala Campus
(ii) Stage 2 by 31 March 2010
- implementation of the Asset Management Systems and Procedures; collection, compilation and entry of all relevant data; and staff training for all other USP Campuses
- Outputs as stated in 3. (iv) and (v) above
6. Nature of Engagement
There are two possible options for the engagement of the Project Manager:
(i) A consultant who will be engaged for the specified timeframe and expected consultancy days
(ii) An employee of USP on a full time basis for 12 months.
7. Lines of Accountability
The Consultancy will be supervised by the Vice Chancellor through the Project Manager.
Consultants wishing to tender for this contract should send a detailed Curriculum Vitae, with a covering letter detailing qualifications, expertise and relevant experience, proposed methodology, costing and confirming option for engagement and availability to the contact below, to be received no later than 4.00pm on Tuesday 18th August 2009.
Mrs. Marica Tabualevu
Governance and Management Enhancement & Strengthening Project
The University of the South Pacific
Private Mailbag, Laucala Campus, Suva, Fiji Islands
Tel: (679) 3232074
Fax: (679) 3231529
Tenders may be submitted by email to: gmesproject(at)usp.ac.fj by the closing date with a copy being mailed to the above address.
 Cook Islands, Fiji, Kiribati, Marshall Islands, Nauru, Niue, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu, Vanuatu.