Vacancy Announcement – Finance and Administration Officer
As a federal enterprise, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objectives in international cooperation for sustainable development. GIZ has been operating in Timor-Leste since 1999 and has implemented numerous projects in a range of technical fields such as economic development, employment promotion, peace building or civil conflict transformation. It also supports the development of the Timorese maritime sector. Therein, GIZ works closely with Timorese governmental and non-governmental partners.
GIZ is looking for a Finance and Administration Officer to support the implementation of different SFF measures. The aim of those SFF measures is it to complement currently running projects or cover interdisciplinary areas through small measures. Currently GIZ implements SFF measures in the following areas: Digitalization, Support for maritime training centre, Anti-Corruption, People with Disabilities and Career Path Planning in schools.
Position : Finance and Administration Officer
Duty Station : Dili
Contract duration : Until end of November 2022, extendable depending on assessment
Start date : April 2022
A. Responsibilities
Coordination
The administrative officer:
- Coordinates and follows up on finance monitoring and budget planning
- Provides administrative support and coordinates with AV, finance and administrative staff in the GIZ Dili office as well as external partners
- Ensures financial & administrative implementation of the project
1. Ensure efficiency and effectiveness within the different SFF measures
- Attend meetings/workshops, write minutes and circulate them
- Carry out translations Tetun/English
- Maintain the filing system and databases (DMS)
- Assist in the planning and preparation of meetings, conferences and conference telephone call
- Assist staffs in preparing travel claims and processes
- Coordinate with other GIZ Programmes for effective administrative, logistic & HR supports
2. Finance and Petty cash management
- Verifying the correctness of LSA vouchers and supporting documents for Local Subsidies
- Prepare vouchers and maintain electronic petty cash (E-cash) record up-to-date
- Monitor and analyse petty cash movement
- Make cash payments
- Liaise with GIZ Office TL if the cash holding reaches a minimum level or any surplus/shortfall
- Inventory management
- Maintain and update the list of assets
- Maintain and update GIZ inventory
- Carry out the physical verification of office inventory once a year and document it
- Ensure that all the items of equipment listed in the inventory record are given an inventory number along with the status and location of it
- Process of handover documentation or disposal process of inventory items
- Report to Procurement department, GIZ Office as required
- Administration: office management
- Create and maintain a filling system for the office, treats information confidentially, specifically in the areas of personnel and finance as per GIZ rules
- Provide logistic support for meetings, workshops, seminars and other activities inside and outside the office
- Make domestic travel arrangements for staff, consultants and partner organization experts (ticketing, hotel bookings, transport management, airport pickup/drop etc.)
- Collect all the necessary documents for domestic travel settlement of staff/partner experts on time and process for payment/settlement in close coordination with AV and GIZ office
- Support Program
- Keep and update master copies of programme related reports/documents
- Support Program Coordinator in liaising with staff in other departments and with external contacts
- Refer inquiries through email and phone to respective responsible people in the team during AV absence
- Procurement of Goods and Services
- Support Procurement and Contract Colleagues in collecting necessary documents and preparing service requests
- Coordinate the procurement of small items
- Vehicle Management
- Check and ensure daily vehicle log-book is maintained
- Check and calculate fuel refilling and mileage
Other tasks
- Run errands, e.g. paying invoices, delivering and collecting documents
Take over and carry out any additional tasks assigned by superior
The position holder should work in a client and team oriented manner and adhere to standards as described in the “GIZ Code of Conduct”.
- Required qualifications, competences and experience
- Minimum 1-3 year’s professional experience in a similar position.
- Minimum 1 year experience in international organisations
- Bachelor in Business Administration or Accounting or Banking and Finance or other related fields
- Very good command of written and spoken English, Good working knowledge of MS Office, accounting software and modern telecommunication systems (telephone, fax, e-mail, internet)
Interested applicants should send an up-to-date Curriculum Vitae and a motivation letter that reflects an assessment of the personal suitability for the vacancy and of the personal interest in the job to adelia.alves@giz.de or GIZ Coordination Office, Palm Business & Trade Centre, 3rd floor, Surik Mas, Fatumeta (Hudi Laran), Dili, Timor-Leste. Applications from qualified women are encouraged. The communication should be headed by “Name_ Finance and Administration Officer” and be sent by Monday, 21 March 2022 at the latest. Only short-listed candidates will be contacted. Interviews will be held in English.
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