Finance & Admin Assistant – BMD - ADRA Timor-Leste

 

BMD | Be’e ba Moris Diak Project

 

Position                         : Finance & Admin Assistant – BMD

Department                   : Finance

Project Title                   : Be’e ba Moris Diak (BMD)

Location                        : Lautem Municipality

Reporting to                  : Finance Director

Supervises                    : -

 

Project Information: Be’e ba Moris Diak (BMD) Project is a new project that will be implemented by ADRA Timor-Leste starting 1 July 2022 in 15 sucos in Lautem Municipality. The goal of the project is to improve the health and economic wellbeing of rural communities in Lautem Municipality through two main outcomes:

• Outcome 1.  Increasing access to safe water
• Outcome 2. Increasing income from selected marketable horticultural crops and its value adding

The two outcomes will be achieved through the implementation of integrated interventions supporting livelihoods (horticulture production, horticulture value adding, Farmers Field School, climate sensitive agriculture, small water points for horticulture production, and business and marketing training, input supplies, saving and loan) and safe water (CAP survey, water system design and construction, GMF establishment and mentoring, savings and loan group for water users and hygiene training).

 

Position Purpose: The Admin Assistant will support ADRA’s ability to serve communities through the smooth and organized operations of its administration.

 

Key Responsibilities

• Manage and produce reports on Petty cash of the Project
• Admin and Finance data entry
• Maintenance of filing for: financial correspondence, posted vouchers, financial statements, reconciliation, etc
• Maintain inventory files
• Ensure day to day logistical tasks are provided for smooth functioning of the office
• Provide logistical support to the program in implementation of programs
• Assist in day-to-day human resources record keeping and administrative support
• Responsible for collecting invoices and delivering payment to different service providers such as fuel supplier, telecommunications providers, electricity, etc.
• Responsible for preparing a summary of vehicle usage from logbooks
• Arrange travel and accommodation for staff and visitors
• Answer phone, answer queries by employees and clients, and receive guests to the office
• Liaises with the drivers, security and cleaning staff in terms of support to overall logistic needs in the office
• Support in a variety of administrative tasks assigned

 

Work Health, Security and Safety (WHSS)

Workers are responsible for:

• Carrying out their duties in a manner which does not adversely affect their own health, security, and safety or that of others.
• Cooperating with measures introduced in the interests of work health, security and safety.
• Undertaking relevant training provided in relation to WHSS;
• Immediately reporting all matters which may affect workplace health, security and safety to their supervisor;
• Correctly using any information, training, personal protective equipment and safety devices provided;
• Refraining from intentionally misusing or recklessly interfering with anything that has been provided for health, security, and safety reasons;
• Undertaking only those tasks for which they have authorisation and/or the necessary training, and for which all necessary safety arrangements are in place; and
• Cooperating with arrangements made to assist the return-to-work of ill or injured employees.
• Follows other job-related activities that assigned by superior.

 

EDUCATION, EXPERIENCE AND COMPETENCY

• Degree in Finance or Administration
• Minimum of 1 years of admin experience
• Knowledge on Administration principles
• Attention to detail and deadline oriented
• Ability to maintain confidentiality
• Demonstrated proficiency with MS Office
• Experience working with NGO

 

Selection Criteria

Applications for this position should address the following selection criteria:

1. Strong values of integrity, honesty, and loyalty
2. Excellent interpersonal and communication skills
3. Strong attention to detail and ability to follow procedures
4. Initiative and the ability to work independently
5. Strong time management skills and the ability to manage several tasks simultaneously
6. Ability to coordinate and work well with a team
7. Ability to be flexible, creative, and able to work well in challenging environments.
8. Computer fluency (MS Office)
9. Motorbike licenses an advantage
10. English and Fataluku language skills are an advantage

 

Key Performance Indicators

1. Consistently reflects the mission and values of ADRA
2. Competently meets the specifications of the Job Description
3. Consistently demonstrates sound judgment in decision making
4. Effectively support the administrative functions
5. Consistently achieves very positive performance appraisal results
6. Responds positively to feedback

 

Terms And Conditions

The terms and conditions shall be read in conjunction with the ADRA Timor-Leste Employee Handbook.

 

Appointed by

ADRA Timor-Leste ADCOM

 

Statement of Disclosure

The nature of ongoing employment within ADRA is dependent on financial contributions from ADRA’s donors.  Whilst ADRA has benefited from positive growth and stability, it is to be recognised that the level of financial support is of a fluctuating nature.

 

Performance Appraisal

An informal review to be conducted before the probationary period ends. Performance conversations conducted quarterly and performance evaluation before the end of each contract year.

 

Job Description Continuous Review

The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this position.  This is not intended to be an exhaustive list of all responsibilities, duties and skills required.

 

This job description will be reviewed on a regular basis and changes made to reflect changes in the requirements of the role.

Personal Commitment

Being employed by the Adventist Development Relief Agency requires personal commitment to its mission and lifestyle.  The holder of this position will reflect in their personal and professional life the Christian values, as referred to in the ADRA Timor-Leste Employee Handbook.

 

Female candidates are encouraged to apply.

ADRA Timor-Leste is a child safe organisation and screens applicants for suitability to work with children, the successful applicant will be required to undergo background checks according to ADRA’s Preventing Sexual Exploitation and Abuse Policy and Child Protection Code of Conduct and Policy.

 

How to Apply

To apply for this position, please send a cover letter and CV highlighting the required criteria above to domingos.sinorio@adra.tl or in person at ADRA office Travessa Hali Mesak, Delta 2, Dili. Contact 77343963. Please put the name of the position applied in the email subject.

 

Closing Date: 3 June 2022 12.30 OTL