Executive Officer - The Asia Foundation (TAF)

Job Opportunity

Executive Officer

Operations

Since 1992, The Asia Foundation has partnered with government, civil society and private sector partners to develop Timor-Leste and its people. We are working with local, district and national level government, civil society partners and communities to strengthen governance and policy, eliminate violence against women, enhance economic opportunities for women, and promote peace and justice in Timor-Leste.


This is an exciting opportunity to join a long-term partner to Timor-Leste’s ongoing development. The Executive Officer is responsible for executive support to Country Representative (CR) and Deputy Country Representative (DCR), administrative support, supervision of reception and office maintenance functions, and acting as a primary liaison with the suppliers/business counterparts.


Key responsibilities 

• Manage CR and DCR agendas and scheduling of meetings, events etc. 
• Provide administrative support to CR and DCR on travel arrangements and reconciliations. 
• Manage hardcopy documentation flow between staff and DCR/CR. 
• Manage TAF general email account.   
• Maintain outgoing/incoming correspondence.
• Organize meetings/schedules for visitors. 
• Manage and assess incoming invitations and follow-up with relevant colleagues.    
• Assist with accommodation and logistic needs for international staff and visitors.  
• Collaborate to support event’s logistics preparation, reservations, and implementation.
• Prepare internal meeting invitations and general emails to all staff members. 
• Assist to reserve the venue for internal & external meetings/training including the payment process.
• Supervise reception, office cleaning, and maintenance functions.

Selection Criteria 

• Bachelor’s degree preferred. Diploma may be considered. 
• Four years of relevant work experience.
• Demonstrated experience in secretariat, office administration or program management support.  
• Experience with an international organization preferred. 
• Strong verbal and written skills in English and Tetum required, Portuguese an advantage. 
• Excellent interpersonal skills & computer skills.

TO APPLY 

• Cover letter
• CV or résumé
• Three contactable referees
• Proof of Covid19 vaccination
• Bilhete de Identidade and electoral card

Applications must be submitted in English, and sent to the Foundation’s Human Resources Unit: recruitment.timorleste@asiafoundation.org on or before 10 June 2022.

Only short-listed candidates will be contacted. 

Women are strongly encouraged to apply. The position is open for Timorese nationals only.