Vaga Servisu - Operation Support Assistant - Conservation International Timor-Leste

Operation Support Assistant

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in Dili, Timor-Leste

The Operation Support Assistant provides essential support to the Operations team by assisting with procurement, administrative tasks, logistics, asset management, warehouse operations, and vehicle tracking. The role ensures the smooth running of office operations and supports the Operations Manager and Coordinator in managing day-to-day tasks, excluding financial and HR-related work.

This position does not supervise staff. Duties are performed under general supervision

RESPONSIBILITIES

Procurement support

• Assist in the procurement of goods and services in accordance with organizational policies.
  
• Maintain vendor relationships, ensuring timely deliveries and quality standards are met.
  
• Track and manage procurement documentation (purchase orders, delivery notes, etc.).
  
• Support the inventory control process, ensuring accurate stock levels are maintained.
  

Administrative support

• Assist with general office administration, including document preparation, filing, and record-keeping.
  
• Coordinate office supplies and equipment, ensuring operational needs are met.
  
• Schedule and coordinate meetings, events, and travel arrangements for staff.
  
• Support vehicle and transport management (including bookings, logbooks, and compliance tracking).

Logistic support

• Assist in organizing and coordinating logistics for field activities, including transport arrangements and scheduling.
  
• Liaise with vendors and external service providers for logistical support.
  
• Ensure timely preparation and submission of logistical reports.

Asset and warehouse management

• Assist in the management of organizational assets, ensuring proper tagging, tracking, and record-keeping.
  
• Support regular asset audits and inventory reviews, ensuring accurate records are maintained.
  
• Assist in the organization and management of the warehouse, ensuring goods are properly stored and easily accessible.
  
• Support the coordination of asset repairs, maintenance, and disposals, following organizational procedures.
  
• Monitor stock levels in the warehouse and coordinate reordering to ensure essential supplies are always available.

Vehicle tracking and log-book management

• Assist in maintaining vehicle log books and tracking databases for fuel consumption, vehicle maintenance, and mileage reports.
  
• Support monthly reporting on vehicle usage, including fuel requests, servicing schedules, and mileage monitoring.
  
• Ensure logbooks are kept up-to-date and submitted in a timely manner for review and compliance purposes.
  
• Assist in coordinating vehicle maintenance schedules and repairs to ensure operational readiness

Office operations

• Support the Coordinator and Operations Manager with operational tasks as required.
  
• Maintain communication with teams to ensure smooth execution of office functions.
  
• Contribute to operational problem-solving and workflow improvements.
  
• Assist in ensuring compliance with Health and Safety, Drivers’ Hours Regulations, and organizational policies

Other duties as assigned by supervisor. 

WORKING CONDITIONS

• Office-based, with occasional requirements to assist with field-based logistics or warehouse tasks.
  
• Regular interaction with suppliers, vendors, and team members across departments
  
• Ability to occasionally work flexible hours for conference calls with offices in different time zones
• Guidance on flexible work arrangements will be shared during the interview process. 
• This is a fixed-term assignment. 

QUALIFICATIONS

Required

• Up to 2 years of experience in a similar role providing administrative, procurement, logistics, or asset management support.
  
• Strong organizational and time-management skills.
  
• Good written and verbal communication skills.
  
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint). 

Preferred

• Diploma in Business Administration, Procurement, Logistics, or a related field.  

To apply for this position please submit a resume and cover letter.

Application Deadline: December 4, 2024  (11:49 PM EST)

See all Conservation International Career Opportunities HERE

Conservation International is an equal opportunity, affirmative action, and Diversity, Equity, Inclusion, and Accessibility-committed employer. We are proud to have a diverse, global workforce where employment decisions are based on qualifications, experience, position requirements, business needs, market conditions, merit, and other legitimate nondiscriminatory factors.