Administration 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	Administration Officer	RDTL-FI-SGP-2021-009	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 of the MPS. In the subject line, please write the name of the position you want to apply for, and your complete name, for example: Administration 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 detail 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: Administration Officer (1 Post)

Reference: RDTL-FI-SGP-2021-009

Classification: Fixed-Term Contract – Contrato a Termo Certo

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

Reports to Head CAFI Administration Department

Division: Infrastructure Fund Management Directorate, Major Project Secretariat (MPS), Ministry of Planning and Territory

 

A.          BACKGROUND

The Infrastructure Fund (IF) is an Autonomous Agency and was established according to the Law Nu. 1/2016 on the General State Budget to ensure the effectiveness and efficient implementation of the strategic investments and infrastructure projects. The Major Project Secretariat (MPS) under the Ministry of Planning and Territory is responsible for providing technical and administrative support to the Council for the Administration of the Infrastructure Fund (CAFI), based on the Decree-Law Nu. 13/2016.

The purpose of this recruitment is to recruit an officer to support the Head of CAFI Administration Department in preparing the CAFI Meetings Agenda, Coordinate the adequate material and facilities, documentation, updating the MPS websites and related online platforms, and  preparation of Meeting minutes and/or decisions, and submission for approval. The incumbent is also required to draft and manage all outgoing and incoming correspondences and administrative records, by ensuring that they are properly filed or archived based on the proper administrative procedures, policies, and regulations of the Government of Timor-Leste.

B.     SCOPE OF WORK

The administrative officer will perform the following tasks:

• Coordinates to facilitate the CAFI Meetings, and relevant meetings or conferences, by collaborating with the Logistics of MPS to provide the adequate materials and facilities for the meetings;
• Prepares the Meeting Minutes and/or decisions in Tetum, and in Portuguese when required, and submitted for approval;
• Coordinates to prepare the quarter and annual IF Status reports, and relevant reports as per requirement;
• Manages the office administration records in accordance with administrative procedures, regulations, and policies of the Government of Timor-Leste.
• Prepares and coordinates the delivery of outgoing administrative correspondences, including the invitation letters for CAFI meetings, to the Government Agencies, Line Ministries and other stakeholders on timely manner;
• Provides administrative supports (Visa, Tickets reservation, Hotel reservation, etc) for the local and international consultants, including the invitations to invite guests participating in the program activities;
• Manages all correspondences and CAFI administration records, and reports to the head of CAFI Administration Department when required;
• Documenting the main activities of CAFI Meetings, and relevant meetings and conferences;
• Contributes in updating the MPS and CAFI main events at the MPS website, and related online platforms;
• To perform other tasks attributed by the Head of the CAFI Administration Department.

 

C.    KEY DELIVERABLES

• CAFI Meeting Minutes and/or Decisions are prepared and submitted on time;
• Administrative records and correspondences are drafted, managed and filed;
• Meeting activities are documented and filed for reporting purposes, when required;
• MPS website and related online platform is kept up-to-date;
• Meeting materials and facilities are well prepared;
• Contributions for Quarter and Annual reports are prepared and submitted.

 

D.    SELECTION CRITERIA

• First degree in Management, or Business Administration or related disciplines with strong skills and experience in one or more of these areas;
• Relevant professional experience of minimum 3 to 6 years in performing the above or similar tasks;
• Excellent Tetum, Portuguese and English language skills, both speaking and writing;
• Excellent computer skills in using the MS Office Application (Word, Excel, PowerPoint and etc);
• Experience of writing papers, or reports in Portuguese will be an advantage;
• Readiness to work with other International/national staff within a multicultural environment.

 

E.     PERFORMANCE EVALUATION

The performance of the incumbent will be assessed and evaluated by the Head of CAFI Administration Department using the performance appraisal system that has been set at the MPS.

This position will be subject to a two (2) month probation period.