Administrative and Communication Support Officer - Companhia de Jesus (Jesuits)

 

POSITION DESCRIPTION

ADMINISTRATIVE AND COMMUNICATION SUPPORT OFFICER

 

ORGANIZATIONAL OVERVIEW

Companhia de Jesus (Jesuits) is a religious order and a non-profit institution worldwide. In Timor Leste, the Jesuits are organized as an independent Region directly accountable to the Roman Curia through the Jesuit Conference of Asia Pacific. There are currently seven (7) institutional works of the Jesuits in the country aside from formation of their own men.  These are the following:  1. Colégio de Santo Inácio Loiola (CSIL), 2. Instituto São João de Brito (ISJB), 3. Cada de Produção Audiovisual (CPA), 4. Jesuit Social Service – Timor Leste (JSS), 5. Apostolado da Oração (AO), 6. Railaco Parish, 7. Escola Secundaria Nossa Senhora de Fatima (NOSSEF).

ORGANISATIONAL VALUES

• Competence: Sensitive to the needs of people, discerning, creative, has initiative, learned, has integrity, values and promotes excellence, a good leader, courageous in taking responsibilities and facing difficulties, resilient.
• Companionship: Values and promotes unity, empowers, promotes solidarity, receives support from our Jesuit community, trusting and trusted, faithful, values and promotes charity, respectful, lives and promotes the faith, a friend in the Lord, lives the Ignatian charism, discerning
• Collaboration: Open, discerning, humble, honesty, resilience, flexible, generous, sustained, empowered and empowers, has integrity, works with church and government.

ORGANISATION’S OVERALL VISION AND MISSION

Vision

The Jesuits envision a Timor Leste Church and Nation that is grounded in the faith and justice of the Gospel where cultures and identities of the people are respected and promoted.

Mission

As companions we serve the faith and promote justice for the integral development of the peoples of Timor Leste

Position’s rationale in the context of the organization

• The Administrative Support Officer will assist the Chief Accountant of the Region in recording, processing, and filing all financial transactions of the Region, which consists of, but not exclusive to, all the houses of the Jesuits in the Region and all the works of the Jesuits in the Region.

 

PART 1: POSITION SPECIFICATIONS

 
POSITION STRUCTURE

Reporting structure:

Reports to Chief Accountant, Treasurer of the Region, and Partnership-Building Associate

Team Unit:
Works alongside
Chief Accountant

POSITION OBJECTIVE

To assist the Regional Chief Accountant to perform an efficient and effective operation of all Financial Policies and Procedures across all areas of The Jesuits of Timor-Leste Operations. This will include ensuring the processing and maintaining accurate records of all financial transactions.
 
POSITION SPECIFIC RESPONSIBILITIES

KEY TASKS

Administrative Support

• Ensure accurate and up to date asset registers are maintained for all areas of operation.

• Check timesheet and track leaves of each staff of the Region.
• Acquire and manage office supplies and staff amenities
• Maintain office filing systems

Financial Management

• Record all financial transactions into financial database (i.e., Microsoft Excel)
• Travel to the bank to process financial transactions
• Process requests from all the houses and works of the Jesuits
• Manage petty cash
• Process payments to suppliers and vendors

Communication Support

• Travel to project locations, when required by Partnership-building associate (twice a month) to collect information such as interviews, photos, and stories of impacts.

NB: All the interview questions and the concepts will be provided by the Partnership-Building Associate.

Mandatory

• Valid driver’s license
• Have been fully vaccinated (i.e.: Any COVID-19 vaccine, complete doses to be able to travel during lockdown)

KEY COMMUNICATIONS

Internal


Regional Superior

Development Officer

Treasurer

Regional Chief Accountant

Partnership-Building Associate

 

External

Directors of Works
Superiors of the Jesuit Communities

 

PART 2: SELECTION CRITERIA

 

SELECTION CRITERIA

Key Competencies Required:

• Bachelor’s Degree in Accounting, Finance, or Business Administration.
• Minimum 2 years professional experience in accounting management and business information processing.
• Demonstrated excellence in accounting management skills.
• High level proficiency and skill in all aspects of Excel/ Word/ PowerPoint, and other electronic accounting systems available in the market (such as QuickBooks).
• Excellent interpersonal skills and good written and verbal communication skills
• A positive and dedicated person who can manage multiple tasks and enjoys a challenge.
• An understanding of and willingness to work within the Catholic ethos.
• Strong interpersonal and communication skills
• Flexibility to vary working hours to fulfill requirements of position if needed
• Ability to travel domestically when required 

Additional required competency:

• Excellent photo taking skills especially in taking photos that are useful for newsletters and for website and social media.

Values:

All staff based in Timor-Leste agree to uphold the values, policies and procedures of The Jesuits of Timor Leste in Timor-Leste by:

• Being honest, reliable and hardworking
• Respecting the rights and dignity of each person
• Listening attentively to the views of each person
• Working as part of a team
• Being Proactive.
• Acting in the best interests of The Jesuits of Timor in Timor-Leste at all times
• Maintaining confidentially

Risk Management:

The Administrative and Communication Support Officer will:

      i. Observe safe work practices in accordance with policy and instructions

     ii. Report and where appropriate take action to eliminate or prevent the risk recurring financial anomalies and fraud.

    iii. Promote and implement occupational health and safety and risk prevention processes within the workplace.

N.B. risks arising in the workplace may be financial, site, task or person specific or related to safety.

Submit your CV with application letter to:  etr.treasurer@gmail.com. Only applicants with the qualifications listed above will be contacted. Deadline for submission is 14 September 2021.