Administration and Logistic Officer - CARE International in Timor Leste

 

JOB ADVERTISEMENT
Internally & Externally
CARE International in Timor-Leste - CITL

Department/Project	Program
Position Title	Administration and Logistic Officer
Supervisor	Project Manager
Position Grade	Grade 3 step 1
Salary	From  USD 409 Plus Benefit
Location of work	Dili with travel to the Municipalities
Position report to	Project Manager
Contract Period	1 year
Applications required by	6th of August 2021
Application should include	CV and Application letter only
Application should be sent to	Teresa.Barros@careint.org

INTRODUCTION:

CARE is an international development and humanitarian aid organization fighting global poverty, with a special focus on working with women and girls to bring lasting change to their communities. As a non-religious and non-political organization, CARE works with communities to help overcome poverty by supporting development efforts and providing emergency assistance. We believe supporting women and girls is one of the most effective ways to create sustainable outcomes in poor communities.

CARE’s long term program will focus on women and girls in rural disadvantage areas with four priority areas: SRM Health and Rights, Women’s Economic Empowerment, Women’s Voice and Education.

PURPOSE OF THE POSITION:
The Administration and Logistic officer position is responsible to ensure all admin and logistic support that includes procurement, safety, security, and HR to the project team, responsible for all documentations, checking, reviewing, verifying and tracking. The role requires professional and attention to detail and an ability to work well with others across a team.

MAIN RESPONSIBILITIES:

Administration Rules

• Ensure availability of office supplies in Dili and field offices and monitor the efficiency in usage and distribution
• Ensure monthly project staff time-sheets and other documentation related to payroll process is submitted to the Payroll Officer on a timely manner
• Ensure relevant project documents are filed and maintained in order
• Prepare travel request documents (trip ticket, travel advances and acquittal) and ensure they are processed, authorized, verified and recorded in compliance with policy, procedures and donor requirements
• Prepare the daily/monthly vehicle log sheet and check with the relevant project staff
• Arrange accommodation and transportation for visitors
• Prepare Payment Voucher for any Advance (project Advance, Acquittal, Reimburse and Supplier)
• Prepare Monthly Communication (Pulsa for Staff)
• Support event management tasks as requested including placing orders for meals, set up of venue and procuring materials
• Maintain contact list of project staffs
• Handle administration of Hamoris as the main project and support other projects under SFO Hamoris if requiredprepare PR, PV and taking care the project travel and vehicles together with CITL PSU team
  

Logistic Rules

• Support logistic part that related to the general administration (correspondence and tracking) such as; Fill request materials, Waybill, Regular update tracking and release note, verification and archive.
• Takes responsibility for ensuring quality in logistics process for material hard copy.
• Maintain updated records of orders, suppliers and customers.
  

OTHER RESPONSIBILITIES:

• To proactively participate in the APPA process including the annual appraisal, midyear review and regular 1:1 meeting, ensuring that the APPA process (including the paperwork) is an integral component of Annual Work Plans and activities.
• Engage in emergency preparedness; assist in any emergency response as required.
• Promote a safe and secure work environment; foster a culture of safety and security awareness and ensure compliance with the safety and security policies, procedures; and
• Demonstrate an ongoing commitment to gender equality, diversity and child protection.
  

EXPERIENCE AND QUALIFICATIONS:

• Minimum University Diploma and/ or Vocational Training in administration and/or office clerical, or equivalent plus a minimum 2-3 years’ relevant work experience, preferably in administration with an International Non-Government Organization (INGO).
• Demonstrated organizational and time management skills, including the ability to plan and manage workflows and balance competing priorities to ensure timely processing to meet deadlines in a complex environment and Solid knowledge of office procedures.
• Demonstrated ability to take direction and to work as part of a team and proven work experience as an Administrative Officer, Administrator or similar role.
• Proven experience in following standard policies, procedures and processes.
• Demonstrated honesty, maintaining confidentiality, reliable and trustworthy.
• Demonstrated good interpersonal skills, sound judgment, planning, team building and facilitating skills.
• Good oral and written Tetum and English communication skills; and
• Intermediate (very good) in generally in Microsoft Office with knowledge in Microsoft Word and advance in Excel and other database programs an asset.
• Strong organization skills with a problem-solving attitude including Attention to detail.
• Excellent written and verbal communication skills.

In return of your commitment you will benefit from ongoing professional development fostered within an innovative and forward thinking environment, plus a comprehensive benefits package.

To apply to this position, please email or submit your application letter and Curriculum Vitae with three references (Please DO NOT attached the other documents) to teresa.barros@careint.org OR to HR Unit, CARE International Timor-Leste, Bairo Pitte, Dili, OR by email before or by date deadline on 6th of August 2021. Only successful candidates will be contacted for the interview.

CARE is an equal opportunity employer committed to a diverse workplace. Women are strongly encouraged to apply.

CARE International Timor-Leste is committed to protecting the rights of children in all areas we work. CARE International Timor-Leste reserves the right to conduct screening procedure to ensure a child-safe environment.