Senior Administration and People Officer - WaterAid

JOB DESCRIPTION

 

Advertise:	Senior Administration and People Officer
Place of Work:	Dili, with regular travel to Manufahi and Liquiça Districts
Capacity:	Full time
Hours:	40 hours/week
Reports to:	Operations Director
Approx. start date:	1st July 2022

 Explanation of Role

WaterAid is an international NGO dedicated to the provision of safe domestic water, sanitation and hygiene education to the world’s poorest people. We work with local partners to help communities access safe water, sanitation and hygiene (WASH). And we use our experience and research to influence decision-makers to do more to provide these vital services. WaterAid has been working in Timor-Leste since 2005. WaterAid is able to provide great training and educational opportunities, good working conditions, and the opportunity to join a highly motivated and award winning team.

 

This position involves supporting WaterAid’s organisational operations in Timor-Leste with responsibility for executing many of the administrative and human resources functions of the WaterAid Timor-Leste (WATL) Country Program.

 

Key Accountabilities

This position is responsible for the successful execution of the administrative and human resources functions of the WaterAid Timor-Leste Country Program as follows:

1. Responsible for the administration and smooth operation of WATL, including purchasing, tenders, logistics, filing systems, office management, leasing, vehicle and equipment maintenance as follows: 

a. Ensure compliance with WaterAid standards on all purchasing processes. 

b. Manage the delivery of materials to project locations. 

c. Ensure all WATL assets are recorded and managed. 

d. Ensure that all maintenance issues relating to WATL offices are dealt with promptly and effectively, ensuring that the premises are clean and well presented 

e. Oversee performance and standards of cleaners, drivers and Admin Support staff. 

f. Manage security arrangements and monitor their service level

g. Manage car / motorbike usage and maintenance

h. Ensure forms needed are available

i. Ensure IT equipment is functioning and service is available

j. Process visa (long-term and short-term) and travel arrangement for expat staff and visiting staffs

k. Renew WATL registration on timely basis

l. Ensure all office rental contracts are managed and renewed in timely manner.

 

2.    Manage human resources and support staff to ensure:

a. Coordinate, implement and interpret the People Manual in conformity with the organisational values and principles.

b. Evaluate legal, financial, security and other risks associated with staff and keep Country Director, Operations Director and SMT updated.

c. Keep an updated organizational chart and record of staff.

d. Ensure Job Descriptions are kept updated for all staff positions with support from line managers.

e. Manage recruitment procedures for national employees as applicable.

f. Manage the salary and benefit practices and remain updated on prevailing salary/benefit trends of comparator organisations.

g. Prepare draft employment contracts, renewal or modification, including child protection requirements.

h. Manage the performance management system, i.e. performance planning and evaluation and post review follow up activities.

i. Draw up a staff training plan/calendar based on performance review data, including budget, including child protection training requirements.

j. Manage formalities related to staff separation/exit.

k. Devise and implement systems governing health, hygiene and safety at work and keep all staff updated.

l. Be the Focal Person for Child Protection for WaterAid Timor-Leste.

m. Remain updated with labour law developments and keep Country Director and SMT updated.

n. Working on any HR issues faced by the institution or dealing with government institution (SEPFOPE) and lawyer for any clarification or support needed.

 

3.    Responsible for assisting WATL management with risk and insurance issues and report to the Operations Director as required, including management of security plan and child protection policy and procedures. With regards Child Protection this will include the following:

1. Champion child protection considerations.
2. Identify and ensure that local, national and statutory legislation and/or guidance is being appropriately adopted.
3. Ensure that risk assessments have been conducted and documented for all programs by the respective program managers, and that risk mitigation strategies are followed.
4. Act as a focal point to receive information.
5. Identify national statutory requirements as well as map the broader child protection environment. (see “Checklist for gathering local information”).
6. Build links to other agencies.
7. Make a prompt response in asking for more information as appropriate (this should happen within 24 hours of any report).
8. Seek guidance from senior managers or other internal professional advisors (for example Human Resources).
9. Consult with others (for example local child protection agencies, law enforcement bodies and community leaders).
10. Make a formal referral to child protection / police if systems exist.
11. Ensure that all information is recorded.
12. Treat all referrals as confidential and only disclose information when appropriate or required.

 

4. Represent WaterAid at external meetings with partner organisations, government and development partners.

5. Other related duties as reasonably directed.

 

Person Specification

The following criteria will be used to assess candidates for the post.

 

1. Education

• Degree or professional qualification in a Business Administration and Management.

2. Knowledge and skills

• Ability to plan own work, set priorities and complete tasks if under time constraints or when faced with competing demands.
• A sound understanding and experience of managing risk and insurance needs in a Timor-Leste and international context.
• Ability to use computers, word processing, spread sheets and email.
• Ability to communicate clearly both when speaking and writing in Tetum and in English.  

3. Essential Experience

• Experience undertaking a range of administrative and logistics tasks, human resources and including office management.
• Experience managing an effective administrative team including drivers, cleaners and administrative support staff.

4. Desirable Experience

• Experience capacity building local organisation’s administrative and human resources systems
• Experience working with community-based water supply, sanitation and hygiene promotion projects in Timor-Leste

 

WaterAid is committed to welcoming people from the widest possible diversity of backgrounds, culture and experience. We will make any practical adjustments to enable people with a disability to participate fully in an inclusive working environment. Please let us know if you have a disability and require any special assistance in making your application or attending an interview.

 

Note: WaterAid is a child safe organization. The successful applicant will be required to provide a satisfactory criminal record check.

 

Applications

Closing date	15th June 2022
First interviews	21th  June 2022
Start date	Approx. 1th July 2022

Applications for this position must include a resume (maximum 4 pages) and a cover letter (max 1 page) addressing the above Person Specification criteria. Responses to the selection criteria can be incorporated into the covering letter itself or listed under separate headings. Resumes should include the details of at least two professional referees. References will only be taken up after interviews and only with the candidate’s prior consent.

Please note that only applications meeting the above criteria will be considered.

The closing date for applications is 15^th June 2022. Late or incomplete applications will not be accepted. WaterAid will not be able to provide feedback to unsuccessful candidates.     

Email applications to: timorlestejobs@wateraid.org.au by 15^th June 2022, the subject line of your email should write “Application – Senior Administration & People Officer”. Or deliver applications in a sealed envelope to Flaviano Sombai at the WaterAid office in Bairo dos Grilhos, Dili.