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Project Assistant. Duty Station: Baucau

Data Publika: 17/05/2019
  • Fatin: Hudi-Laran, Dili, Dili, Timor-Leste, Timor-Leste

 Vacancy Announcement

As a federally owned enterprise, GIZ supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. GIZ has been operating in Timor-Leste since 1999 on behalf of the German Government and has implemented a number of projects in various fields such as economic development and employment promotion, peace building and civil conflict transformation in youth as well as administrative and technical support to the maritime sector. GIZ works in close cooperation with its Timorese governmental and non-governmental partners to reach jointly agreed goals.

We are looking for a Project Assistant to work for Youth Promotion for Social Cohesion (YPSC) Project in the Baucau-Office.

The overall goal of the project is to strengthen the capacities of actors working in the field of youth promotion and to enhance the capacities of young women and men to engage in civic initiatives and to prevent violence, especially violence against women and girls in four (4) Districts in Timor Leste: Baucau, Viqueque, Lautem and Dili. The project aims to:

  • Support young women and men to establish initiatives for civic engagement and violence prevention, especially prevention of violence against women and girls in formal and non-formal educational institutions

  • Strengthen the capacities of governmental and nongovernmental actors

  • Provide physical and virtual spaces for civic and political participation of youth and children, especially for young women and girls

  • Provide spaces for supervision and facilitated exchange between actors of the youth sector.

Position: Project Assistant. Duty Station: Baucau


A.     Responsibilities

  • Ensures that the project office in Baucau runs smoothly

  • Ensures good communication and flow of information within the project/programme and with the GIZ office

  • Files documents in reference files or in DMS in line with GIZ’s filing rules

  • Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking and circulating meeting minutes

  • Assists the Project Team in their administrative tasks (e.g. scheduling of meetings, logistic arrangements and related tasks for workshops, meetings and seminars)

  • Helps organising events and document meetings, workshops and seminars within or outside the project


B.     Tasks

1.         Secretarial work and services

  • Organises and coordinates appointments for the project’s principal advisor and other project staff as necessary

  • Manages incoming and outgoing correspondence (post, fax, email), prioritises and organises it

  • Replies to and looks after correspondence (replies)

  • Prepares and organises information materials in close coordination with the project staff for meetings

  • Helps prepare visitor programmes, draws up travel schedules, organises transport for visitors and makes hotel reservations

  • Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes

  • Photocopies and scans documents as needed

2.         Office coordination, office management and general coordination

  • Regularly draws up a list of forthcoming meetings and events

  • Reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair

  • Co-ordinate with GIZ-Office in Dili for general administrative support

3.         Administration and knowledge management

  • Creates an address file with important contact addresses and maintains the lists;

  • Assists in all administrative processes of the project according to the GIZ rules;

  • Takes care of monthly log of the journals and petty cash accounting according to the GIZ rules;

  • Maintains the inventory list for the office project;

  • Manage the procurement in accordance to the GIZ procurement procedures;

  • Helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance.

  • Updates the filing system daily with incoming and outgoing correspondence

  • Provide administrative support to project events including training and workshops in the Suco Level and District level as needed.

4.         General tasks

  • Organises and coordinates project support staff and works well with them

  • Interprets and translates as required for principal advisor and international experts

5.         Other duties/additional tasks

  • Performs other duties and tasks at the request of management

C.    Required qualifications, competences and experience



  • University degree in office management/administration or similar area


Professional experience

  • At least 2 years’ professional experience in a comparable position

Other knowledge, additional competences

  • Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)

  • Good management and organisational skills

  • Customer and service-oriented attitude        

Language Skills:

  • Good written and oral command of English and Tetum

  • Good communication skills in the local dialects ( Makasae, Waimua and Fataluku)

Interested persons can send their cover letter, CV (with references) stating the subject “Name_Project Assistant” before or latest on Wednesday, 29th of May 2019 to Sónia Borges de


Data 2019-05-29


Level Edukasaun Bachareladu


English Yes
Tetum Yes

Tinan Esperiensia

Tinan 2

Area Espesialidade

Administration/Finance Yes
Management Yes
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