Administration & Logistic Officer for AHP Flood Project - CARE International in Timor Leste

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

 

Department/Project	Program
Position Title	Administration & Logistic Officer-AHP Flood Project (Australian Humanitarian Project)
Supervisor	Project Manager
Position Grade	Grade 4 step 1
Salary	From  USD 573 Plus Benefit
Location of work	Dili
Position report to	Project Manager
Contract Period	16th of August 2021-30th of April 2022
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 disadvantaged areas with four priority areas: SRM Health and Rights, Women’s Economic Empowerment, Women’s Voice and Education.

PURPOSE OF THE POSITION:
The Admin officer position is responsible to ensure all admin and logistic support that includes procurement, safety and 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.

The position allocated 100% to Australian Humanitarian Partnership (AHP) projects (DRP, PPF1, AHP COVID-19 Response Project and AHP Flood Response Project) and will be based in Dili, with possible travel to field/team offices at the Municipalities. This position directly reports to the Project Manager and works closely with all relevant sections/departments and project field teams.

MAIN RESPONSIBILITIES:

Administration Roles

• Communicate regularly with projects staffs to ensure availability of office supplies in Dili and field offices for implementing project activities and monitor the efficiency in usage and distribution
• Ensure monthly project staff time-sheets and other documentations related to payroll process is submitted to the Payroll Officer on a timely manner
• Ensure all relevant project documents are filed and maintained properly with hard copies and soft copies in the server.
• Work closely with AHP Project SFO to 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 to support project team field visits and visitors
• Prepare Monthly Communication (Pulsa for Staff)
• Support project team to organize meeting room/venue, for training/workshop/meeting include meals, procuring materials and prepare attendance sheets accordingly
• Ensure that project staffs contact list include project key stakeholder are well maintained and easy to access
• Communicate with all CITL-AHP Projects and fleet to ensuring vehicle/motorcycle’s documents are up to date and valid;
• Regular updates with CITL administration to ensure field offices rent, update and renew include addressing the field offices basic needs.
• Manage project database

Logistic Roles

• Work closely with Procurement and logistic team to ensure that all the project procurement process are meet with the project timeline
• Prepare and update project Assets register and room wise assets list as well.
• Prepare and update vehicles and motorcycles fitness register
• Work closely with procurement and logistic team to ensure project vehicle are in good condition from day to day to support project implementation

Procurement Support roles

• Regular follow with procurement and logistic team to ensure the bidding process is align with the project requirement
• Work closely with Procurement team to ensure project distribution items are well protected and reached to the destination based on the project requirement
• Work closely with the procurement and logistic team to ensure the general administration (correspondence and tracking) such as; Fill request materials, Waybill, Regular update tracking and release note, verification and archive.
  

HR:

• Prepare and update staff contact details
• Make arrangement for staff contract extension in due time
• Initiate staff recruitment process (Prepare RRF, PRF, communicate with HR for applications received, organize interview, support HR in compiling interview results etc.
• Arrange staff orientation schedule along with HR
• Ensure all logistic and Admin support to new staff (ID card, Laptop as required, Email address, seating arrangement, supplies of stationery, visiting card as applicable etc.)
• Follow-up with Project Manager for APPA process in due time
• Liaison with GPQ team for project related Complaint register
• Follow-up with staff on leave balance
  

OTHER RESPONSIBILITIES:

• Promote a safe and secure work environment;
• Foster a culture of safety and security awareness and consistently follow all CARE safety and security policies, procedures and directives;
• 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) is 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 procedures to ensure a child-safe environment.