Administrative Assistant

USAID/Timor-Leste Accountability and Integrity Mechanism (AIM)

Position: Administrative Assistant

Period of Performance: One year, renewal upon showing of above-average to excellent performance

Base of Operations: Dili, Timor-Leste

Position Reports to: Director of Finance and Operations

Introduction

Dexis is a professional services firm that solves the most pressing social challenges in complex environments, paving the way for a more secure and prosperous world. Dexis embraces diversity, equity, and inclusion and strives to build and maintain a safe environment where we celebrate diverse backgrounds, treat everyone with respect, and value the unique lived experiences each person brings based on their race, ethnicity, sexual orientation, gender identity, religion, disability, military or veteran status, national origin, age, marital status or family status and related conditions. At Dexis, staff will experience a corporate culture of inclusiveness, fairness, and trust where they are given the means and the mentorship needed to succeed, and their creativity rewarded. 

Dexis is presently implementing a three-year contract with a one-year option to implement the USAID/Timor-Leste Accountability and Integrity Mechanism (AIM), a project designed to strengthen Timor-Leste's accountability ecosystem and advance the Government of Timor-Leste’s (GOTL) anti-corruption reforms, including the GOTL’s new Anti-Corruption Law and good governance targets set within Timor-Leste’s Strategic Development Plan (2011 - 2030).  The USAID/Timor-Leste AIM project forms part of USAID’s new generation of democracy support in Timor-Leste and aims to bolster key institutions, to include governmental, parliamentary and civil society actors, to improve the ability  of Timor-Leste’s democratic system to deliver “an inclusive, prosperous, and healthy Timor-Leste” for its young and growing population.  Accordingly, Dexis will work with civil society, the government, and parliament of Timor-Leste to strengthen the strategic, institutional, communications, and coordination capacity of key accountability institutions, especially the Anti-Corruption Commission, the Office of the Ombudsman for Human Rights and Justice, and the audit chamber. Stronger institutional independence of these oversight agencies coupled with the development of sound legislative and governmental policy will ensure that citizens are empowered and can hold government accountable, thus leading to more inclusive and sustainable economic development. 

Responsibilities

Responsibilities of the Administrative Assistant include, but are not limited to the following:

• Assist the Director of Finance and Operations in the performance of basic procurement functions for the USAID/Timor-Leste AIM Project to include, but not limited to, identifying, sourcing, and procuring materials and services in accordance with Dexis and USAID procurement regulations, maintenance of a suppliers and vendors database, conducting inspection to ensure compliance with quality and quantity specifications, and other important procurement management functions.  
• Assist the Director of Finance and Operations with inventory management and custodianship functions to include, but not limited to, entering new equipment and furniture in the property inventory, updating of the property inventory, property tagging, property audits, and other property management functions.
• Perform various administrative functions to ensure the efficient flow of office operations, to include but not limited to, managing the reception and meeting areas, receiving visitors and attending to their requirements, receiving messages and channeling these to intended recipients and other related functions. 
• Assist in the management and processing of office documents and files to ensure efficient delivery to the appropriate project staff, proper filing and effective retrieval, in accordance with relevant Dexis’ policies on record retention, documents security, and data privacy. 
• Manage the communication systems, such as phone and administration email inboxes, receive and channel calls when appropriate, and relay written and verbal messages to the intended recipients, all in accordance with relevant Dexis guidelines and with due consideration to personal privacy of relevant staff. 
• Under the supervision of the Director of Finance and Operations, manage and allocate the use of project vehicles, arrange for periodic preventive maintenance, updating of registration and insurance documentation and coverage, and facilitate other transportation requirements of the project.    
• Assist project staff in the organization of project activities such as meetings, conferences, workshops, round-table discussions, focus group discussions, and similar activities.  
• Support project staff with routine administrative and clerical duties such as filing, encoding, photocopying, binding, cleaning, and similar tasks.
• Perform such other tasks, duties and functions as may be assigned and/or directed by the Director of Finance and Operations and/or the Chief of Party.   

Minimum Qualifications:

• University degree or its functional equivalent in administration, management, finance, office operations or other related fields
• Excellent knowledge of administrative tasks essential for an office of similar size.  
• Functional command of Tetum and English, and/or the other working languages of Timor-Leste (written and spoken)
• Functional writing skills in Tetum and English, and/or the other working languages of Timor-Leste
• Functional and apparent analytical and problem-solving skills
• Functional command of Microsoft Word and Excel; familiarity with the use of PowerPoint is preferred. 
• At least three years of experience in administration and finance in Timor-Leste. 

How to apply?

• To apply, kindly submit a Cover Letter with the subject, “Administrative Assistant”, and an updated CV or Resume in English on or before February 7, 2024 to the following email address, [email protected] AND [email protected].  Only short-listed candidates will be contacted.    Position will remain open until a suitable candidate has been identified.