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Senior Administration and Procurement Officer for The Asia Foundation Timor-Leste

Data Publika: 17/05/2019
Data Modifika: 17/05/2019
  • Fatin: Luru-Mata, Dili, Dili, Timor-Leste, Timor-Leste

JOB ADVERTISEMENT


EXTERNALLY & INTERNALLY


 


Title:                            Senior Administration and Procurement Officer (1)                         


 


Unit:                            Operations


 


Reports to:                   Operation Manager


 


Supervises:                   Operation Assistant, Operation Clerk, Admin. Officer and Executive Secretary


 


Unit:                            Timor-Leste Office


 


 


SUMMARY OF JOB RESPONSIBILITIES


 


Are you an effficient Senior Administration or Procurement specialist with experience managing a team and achieving administration solutions and compliance for organisations?  If so, this senior operations role at The Asia Foundation may be the position you are seeking.


Under the supervision of the Operations Manager, the Senior Administration and Procurement Officer ensures the smooth operation of all general office administration and procurement functions. He/she will be responsible for the management and oversight of general office administration management, processes for procurement of goods and services, international travel arrangements, training of junior administrative staff for process efficiency and service improvement implementation, and other office administration tasks as required. It is expected that this senior position shall perform also to backstop Operation Manager when needed.


 


Internal Contacts                                                                     


Admin. Officer and Executive Secretary, Operation Assistant, Operation Clerk, Senior Logistic Officer, Operations Manager, HR Manager and Deputy Country Representative on a daily basis. Program staff, finance staff , operation and administrative staff in Dili office on a regular basis. 


 


External Contacts


Foundation consultants and international visitors to the Foundation, frequent and close coordination necessary with contractors, vendors and other providers to the Foundation.


 


REQUIREMENTS


Experience



  • At least 3 years experience working with an international organization in a similar position.

  • Experience in undertaking procurement and administration in a large office.

  • Supervisory and/or training experience in administration, procurement or general office operations


 


Education


A university degree or other relevant professional qualification will be highly regarded.


 


Others



  • Conceptual understanding and flexibility

  • Knowledge in MS Office applications with special emphasis on MS Word, MS Excel, and  Outlook, etc

  • Ability to multitask and prioritize urgent tasks

  • Ability to communicate clearly both in spoken and writen English and Tetum

  • Excellent interpersonal skills

  • Able to work in a multi-cultural environment

  • Ability to work independently and as part of a team

  • Attention to detail

  • Strong organizational skills

  • Strong numerical skills

  • Pro-active performance style


 


 


Job Responsibilities


 


A. Administrative Support



  • Manage and execute general office administration to a high quality in an effective and efficient manner including identifying opportunities for process and system improvements

  • Provide oversight and training / mentoring support  to more junior staff including Admin. Officer and Executive Secretary, Operation Assistant and Admin. & Operation Clerk who will assist him/her on  administration, procurement, and operation matters.

  • Ensure records are maintained in accordance with audit requirements

  • Oversee and supervise problem solving and administration systems in facilities management, safety and security, and fleet management as required

  • Act as Operations Manager as required


 


B. Travel and Visas



  • Prepare all travel arrangements for international travel for staff, consultants, temporary duty assignments and Foundation visitors in accordance with Foundation and donor regulations including the payment process. 

  • Monitor the travel schedule and staff movements, brief consultants and visitors and update information briefing packs and other records as required

  • Provide logistical arrangements such as accommodation bookings, engaging translators and event co-ordination when required. 

  • Undertake research and prepare information briefings and training related to operations matters, office administration, travel, accommodation and immigration as required to update the Foundation staff briefings


 


C. Procurement:



  • Responsibility on procurement matters and relevant process such as Request For Quotation (RFQ), Canvassing / Bid evaluation, Request For Payment (RFP) and other competitive procurement process to ensure value for money and compliance with procurement rules and conditions.

  • Plan, Organize and lead bid solicitation processes including drafting and issuing Request For Quotation (RFQ), Request For Payment (RFP), evaluating decisions and preparing all documentation.

  • Applies the procurement requirements and develop the most appropriate methods to evaluate based on interpretation and assessment of approved policies, practices and experience.

  • Negotiate and prepare the contractual arrangement, ensuring appropriate terms and conditions are included to protect the interest of TAF and review by Operations Manager.

  • Purchasing materials and equipment for the TAF office and TAF-assisted projects/programmes in accordance with the rules and conditions of TAF and its donors.

  • Clearing all procurement through the customs process including preparing all supporting documentation.

  • Coordinating effectively with colleagues in the administrative and financial division and project teams to achieve timely and accurate procurement advice and service in response to Program requests.

  • Ensure all the procurement records are maintained filed base on the unit / charge code in accordance with audit requirements.

  • Ensure that vendors/suppliers are periodically vetted as part of TAF’s due diligience process

  • Under the supervision of the Program Finance and Pro curement Coordinator, undertake annual review and update of the preferred vendors database managing annual market evaluations as per the approved processes and guidance maintaining records in accordance with audit requirements

  • Under the supervision of the Operation Manager, maintain and update supplier files and service performance administrative records in addition to monitoring an inventory system for all office and kitchen supplies (note: Asset Register is managed by another unit)


 


D. Others



  • Oversee special requests and programs on an as-needed basis.

  • Pro-active solution-focused approach to procurement equipment or supplies to program

  • Help ensure workplace practices across Timor-Leste offices are aligned to Operation & Administration Procedures.

  • Flexibility working with other colleagues (Operations and Administration), including covering other’s responsibilities during periods of absence and backstop Operation Manager as required.

  • Perform other duties and tasks as assigned by immediate supervisor and TAF Management


 


All applications must be in English include a cover letter, an updated CV and must explain why are you qualified to this position. Please submit your application to The Asia Foundation office in Avenida Luromata, Dili OR via email tl.recruitment@asiafoundation.org before or by 31 May 2019 at 05.00 PM.


Only short-listed candidates will be contacted for the interview.

Deadline

Data 2019-05-31

Edukasaun

Level Edukasaun Bachareladu

Lingua

English Yes
Tetum Yes

Tinan Esperiensia

Tinan 3

Area Espesialidade

Administration/Finance Yes
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