Administration Assistant-Program Support Unit (PSU) - CARE International in Timor-Leste

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Internally & Externally

CARE International in Timor-Leste - CITL

Department/Project	Program Support Unit (PSU)
Position Title	Administration Assistant
Supervisor	Senior Administration Officer
Position Grade	Grade 2 step 3
Salary	From USD 338 Plus Benefit
Location of work	Dili Base
Position report to	Senior Administration Officer
Contract Period	1 Year
Applications required by	17th of September 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:

Under the supervision of the Senior Administration Officer, the Administration Assistant will provide administrative support to the Country Office. The Administration Assistant provides generic Administration support to the operation’s team.

MAIN RESPONSIBILITIES:

Reception/Communications

The Administration Assistant will perform the reception function and manage incoming and outgoing communications under the supervision of the Senior Administration Officer.

• Staff the reception desk at all times unless arrangements have been made with the Senior Administration Officer;
• Greet guests in a professional manner and direct them to their destination;
• Answer phones in a timely and professional manner and direct communications to their destination;
• Distribute incoming and outgoing mail, in coordination with the Senior Administration Officer;
• Maintain stores of official forms such as letterheads; and
• Prepare the monthly payments and procurement of communication usage such as: phone cards, lease and utilities, etc.
• Assist the Senior Administration Officer, the County Office team in any CITL functions.

Travel Management

The Administration Assistant will assist the Senior Administration Officer to arrange travel for CITL staff and to arrange accommodation and transport for visitors to CITL.

• Assist the Senior Administration Officer to book travel and maintain the Travel Tracking Sheet;
• Support staff in obtaining a travel visa prior to undertaking the overseas trip.
• Assist the Senior Administration Officer to book accommodation for visitors;
• Assist the Senior Administration Officer and in coordination with Logistics and Procurement staff to arrange transport for visitors.

Asset and Office Management

The Administration Assistant will assist the Senior Administration Officer to purchase and control office supplies and to ensure proper functioning of the Dili office.

• Assist the Senior Administration Officer to purchase and distribute office suppliers and maintain registers of office supply usage; and
• Regular undertaking of the Portable Items registration.
• Prepare the monthly time sheet for Administration staff in the Dili office.

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 a safety and security awareness and consistently follow all CARE safety and security policies, procedures and directives; and 
• Demonstrate an ongoing commitment to gender equality, diversity and child protection.

EXPERIENCE AND QUALIFICATIONS:

• Minimum Senior Secondary (Years 10-12) and/or minimum 1-2 years relevant administrative work experience.
• Good communication skills in Tetum and basic knowledge of oral English is an advantage;
• Ability to conduct and process basic transactions using semi technical skills – administrative, clerical and office work within closely guided routines, with minimal supervision;
• Demonstrated good interpersonal skills, sound judgment, planning, problem solving, team building and facilitating skills;
• Demonstrated flexible approach and ability to work under pressure and to organize and manage workload to meet deadlines;
• Demonstrated ability to take direction and to work as part of a team;
• Demonstrated honesty, maintaining confidentiality, reliable and trustworthy.
• Proven ability to manage and acquit a cash advance;
• Willingness and capacity to travel to field offices when required; and
• Basic use of Microsoft Office with knowledge in Microsoft Word and Excel.

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 17^th of September 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.