Program and Administrative Assistant - Counterpart International

Counterpart International

Job Description

Title : Program and Administrative Assistant                              Location: Timor-Leste

Reporting to: Accountant and Human Resource Coordinator            Start date: June 2022           

 

Counterpart International helps people build better lives and more durable futures, community by community.  We equip individuals, organizations, and communities-our counterparts- to become solution creators in their own families, communities, regions, and countries.  We work with them in some of the world’s most challenging places to tackle social, economic, environmental, health and governance issues that threaten their lives and undermine their futures.

 

Job Profile:  

Counterpart International is currently seeking a Program and Administrative Assistant for the USAID/Timor-Leste NGO Advocacy for Good Governance Activity, a five-year initiative funded by the United States Agency for International Development (USAID). The Activity seeks to expand the Non-Governmental Organization (NGO) enabling environment and strengthen the organizational, research, networking, and financial capacity for mid-level local advocacy NGOs in Timor-Leste to provide increased evidence-based, sustainable advocacy services on behalf of citizens. 

 

Primary Responsibilities 

Under the support and guidance of the Accountant and Human Resource Coordinator and Knowledge Management Coordinator, the Assistant will be responsible for all aspects of Office Administrative and program activities as well as coordination of all Program and Administrative activities related to Dili office. The individual selected for this position will have experience in the areas of administrative management, data base, program activities as well as USAID rules and regulations and oversight of programs. This is a full-time position based in Dili, Timor-Leste.  

 

A. Responsibilities

 

1. Provide timely administrative support to ensure that office operations are maintained in an effective, up to date, and accurate manner
2. Support program team on preparation materials for meetings and events

• Assemble briefers and background materials with key high-level personnel
• Work with appropriate program managers on talking points on training and meeting materials

3. Develop and maintain office filing systems and secure information by completing data base backups, under direction.
4. Manage administrative logistics and requirements as per office requirements
5. Under the direction of the Knowledge Management Coordinator, establish a field level system of data collection, collation and uploading to the M&E database in field office.
6. Coordinate with program team, consultants, and HQ to ensure that appropriate forms are used to record events, meetings, training, surveys, activity monitoring and all other project work that requires data to be collected and recorded, are completed and in a timely fashion.
7. Assist Accounting and HR Coordinator in recruitment processes.
8. in coordination with the Logistic and Security Officer support travel logistic requirements for staff including, preparing travel itinerary, per diem requests, bookings for accommodation and venues, visa applications, country clearance requests, etc.
9. Handle calls, mail, and electronic communications and interface as appropriate to parties passing through or using the project office.  In addition, route messages and information to appropriate individuals, paying particular attention to channeling communications to other project offices.
10. Register incoming and outgoing letters.
11. Other tasks as assigned by the Accountant and Human Resource Coordinator, Knowledge Management Coordinator, Director of Finance or Chief of Party.

 

B.     Capacities Required for Position:3

The following are the key minimum capabilities required for the proper execution of the above scope of work:

• Education – Bachelor’s degree; or significant on the job experience, in absence of a degree.
• Language Skills – English language fluency desired
• Intermediate computer skills, especially on MS Word, Excel and outlook, data base.
• Experience – At least three years’ work experience in the administrative, secretary, or general office support functions
• Interpersonal Skills – Strong interpersonal skills in the context of dealing with expatriate and Timorese staff members, as well as with USAID, business, and host-country government officials. Possess the ability to work well under pressure.
• Self-Motivation and Guidance – Demonstrate initiative and self-motivation in handling all assigned tasks as required.

 

All interested candidates should submit a cover letter describing their suitability to the above requirements in English. The candidate should include a recent CV and names of three traceable referees with their contact details.

 

Please send your application to Jenniva Pereira, via email: NAGGAprocurement@counterpart.org and all applications must be received by 10^th June 2022.

 

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Note: Only qualified candidates will be contacted.