Vaga Servisu - Administration Assistant & Driver - CRS Timor-Leste

CRS JOB DESCRIPTION

Job Title: Administration Assistant & Driver	Reports to: HR and Operations Lead
Department:  Management Quality	Salary Grade: D

About CRS:

CRS works to save, protect, and transform lives in need in more than 100 countries.  CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance, and peacebuilding.  CRS’ processes and policies reflect our commitment to safeguarding children and vulnerable adults from abuse and exploitation.

CRS welcomes candidates from the countries and regions in which we work. In the event the successful candidate is an expatriate, the anticipated duration of the assignment is informed by a term limit, based on the type and level of the job and the needs of the agency.

CRS is committed to safeguarding program participants, community members, staff and volunteers from all forms of exploitation and abuse.  The successful candidate is expected to sign and adhere to CRS´ Code of Conduct.

CRS talent acquisition procedures reflect our commitment to safeguarding the rights and dignity of all people - especially children and vulnerable adults - to live free from abuse and harm.

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. 

CRS is an Equal Opportunity Employer.

 

Job Summary:

Based in Dili, you will manage and coordinate the provision of responsive, effective, and efficient administrative services in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will help ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures.

 

Job Responsibilities:

Administration Role (95%)

• Facilitate communication with all units of the organization and external stakeholders as relevant. Send/receive and distribute all incoming and outgoing mail/faxes/letters/documents. 

• Provide specialized administrative transactions and processes (e.g. translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages). 

• Prepare transactional documents in support of general operations processes and support coordination of transaction processing (e.g. payment requests, travel authorizations, travel advances, visas, etc.). 

• Compile data, perform data entry and data verification in relation to general administration processes (e.g. various contact lists, employee leave balances, staff attendance reports, Vehicle Log Sheets review, visitors' welcome packages, etc.). 

• Support travel and logistics arrangements for staff and visitors. Schedule and coordinate appointments. Provide logistical and communication support to event planning activities. 

• Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc. 
• Support with staff’s liquidation supporting documents filing and storage
• Manage petty cash

• Visits suppliers (company site, stores, and/or production facilities) to collect information and support the due diligence process.   

• Purchasing items following CRS procurement documents (i.e. Purchase Order), instructions, and standards.  

• Prepares Payment Requests, ensuring all the supporting documentation is accurate and on file to assist the timely payment to vendors; and follows up with requestors, suppliers, and other relevant parties to address any deficiencies and/or discrepancies.  
• Assists with the maintenance of the procurement plan and the procurement tracking tool to facilitate timely communication of procurement/purchase needs, status updates on progress of all orders, and effective and efficient service delivery.   

 

Driver (5%)

• Driving, drop and pick up staff for meetings in Dili
• Manage log sheet
• Make sure vehicle weekly inspections completed.

 

Typical Background, Experience & Requirements:

Education and Experience

0. Bachelor’s degree in business administration or relevant field. Master's Degree a plus.
1. Minimum of 3 years’ work experience in administrative support functions, with increasing responsibility. Office management experience a plus. Experience with an NGO a plus.
2. Additional education may substitute for some experience; additional experience may substitute for some education.
3. Procurement experience a plus.
4. Staff management experience and abilities that are conducive to a learning environment a plus.
5. Proficient in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.

Personal Skills

6. Very good planning, organizational and time management skills
7. Ability to make sound judgment and good decisions
8. Strong customer service orientation with very good communication and interpersonal skills
9. Ethical conduct and ability to maintain confidentiality
10. Proactive, resourceful, solutions-oriented and results-oriented

 

Agency Competencies (for all CRS Staff) 

Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.   

• Personal Accountability – Consistently takes responsibility for one’s own actions. 
• Acts with Integrity - Consistently models values aligned with CRS Guiding Principles and mission.  It is considered honest. 
• Builds and Maintains Trust - Shows consistency between words and actions. 
• Collaborates with Others – Works effectively in intercultural and diverse teams. 
• Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things. 

 

Required/Desired Foreign Language

Professional proficiency in English and Tetum sufficient for writing progress reports and participating in online and in-person meetings in both languages.

 

Travel Required (25% of your time will be travelling to Baucau Office or project areas in Viqueque)

 

Key Working Relationships:

Supervisory: None

Internal: Operation Department, and All Staffs,

External: Vendors, Implementing partners.

 

What We Offer section

CRS offers a comprehensive benefits package and the opportunity to work in a collaborative, mission-driven culture that is committed to improving the lives of the poor throughout the world.

 

HOW TO APPLY

 

Suitable qualified female candidates are especially encouraged to apply.

Sent a cover letter, current CV, and professional references by email to CRS Timor-Leste HR at recruitmenthrtl@crs.org

or

Delivery by hand at CRS Dili Office at Rua Dom Boaventura Nu.12, Vera Cruz, Motael, Dili or

CRS Baucau Office at Avenida David Alex ‘’Daitula’’ Samadigar Buibau, Baucau

Deadline :  28 October 2026 at 5pm the latest.

Only Short-Listed Applicants will be contacted