ADMINISTRATIVE AND OPERATION SUPPORT

1. JOB PURPOSE

To provide administrative and operational support services for various activities relating to portfolio management and project administration, and office administrative functions.

Services required include preparing draft correspondences and reports; organizing and maintaining records; assisting visiting missions and ADB organized workshops and meetings, other appropriate functions for activities relating to project processing and administration, and other administrative functions.

Procurement support to the office and technical and analytical assistance, budget administration. He/she will help ensuring effective support of the several TA managed by TLRM, and projects. The scope of work will particularly focus on providing administrative assistance to TLRM staff, particularly on procurement and contract, and project administration.

1. EXPECTED OUTCOMES

Assist with strategic operations of resident mission and office management

• Assists staff in handling day-to-day routine functions in support of the resident mission's administrative operations.

Provides administrative assistance to staff at TLRM.

Project Processing and Administration

• Assists in the processing and administration of Technical Assistance (TA) and projects under the responsibility of TLRM staff.
• Assists in the development and maintenance of the documentation, databases, and collecting, compiling, and verifying data for analytical purposes and for various studies that may be undertaken from time to time.
• Ensures that all correspondence and documents are correctly prepared and submitted on time, in compliance with ADB standards.
• Monitors incoming and outgoing documents, reports, emails for action or reassignment (in the absence of responsible international staff).
• Ensures the effective coordination of supervisors’ schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by supervisors in accordance with ADB procedures.
• Ensures the office filing systems and records are properly maintained and updated in accordance with ADB standards, for easy retrieval.
• Perform certain standard activities such as maintaining adequate stocks of office supplies as required. Assist with administrative work to ensure the supplies and stocks are correctly documented using standard inventory formats.
• Work closely with other Operations Assistants and act as alternate when they are absent, as required.

General Administration

• Supports the Finance and Administration Officer with day to day project logistics, procurement, travel, and administrative operations.
• Maintains liaison with the government agencies especially Ministry of Foreign Affairs and Immigration Office and undertakes all diplomatic procedures i.e. multiple re-entry visa, stay permit, driving license, ID card, VAT exemption, custom clearance, importing personal effect and office equipment.
• Assists in protocol arrangement and facilitates relocation of expatriate staff and their dependents and makes necessary arrangements for their settlement/repatriation. 
• Supervise the receptionist for visa service and travel service as well as providing advice to ADB HQ on visa requirements and cost-effective routing on mission travel.
• Monitors the office maids, janitors to ensure that TLRM office is well maintained, and staff and visitors are treated well, and help to evaluate their performances on a annual basis.
• Assists in drafting RFQs, PRs as well as contributes to bid analysis under guidance of Finance & Administration Officer.
• Supports property inventory control and recording of procurements.
• Assists in physical inventory review and maintains tracker of property for annual report to ADB.

Personnel Management

• Provides clerical support in all phases of TLRM’s recruitment process including preparation of vacancy advertisements in consultation with BPMSD focal points, arranging advertisements, doing initial screening of candidates, arranging interviews and other related tasks.

Others

Performs any other duties as may be required.

1. EDUCATION REQUIREMENTS

• Bachelor’s degree

1. RELEVANT EXPERIENCE & CRITERIA

- At least 5 years of relevant professional experience.

- Good memo composition and editing skills.

- Familiarity with computer systems generally used in multilateral organizations and ability in SharePoint system experience will be an advantage.

- Ability to work with individuals from different cultural/national backgrounds. 

- Good interpersonal and communication skills. 

- Ability to manage priorities and workload within general schedule of work, instructions and standardized practices. 

- Ability to work with minimum supervision and maintain composure under pressure.

- Effective written and oral communication skills in English. Portuguese ability is an advantage.

1. CORE COMPETENCIES

Application of Technical Knowledge and Skills

- Deals with routine queries and correspondence in accordance

with procedures

- Proactively seeks relevant development opportunities and

    submits for approval.

- Produces summaries and frameworks by collecting and analyzing diverse information.

Client Orientation

• Adjusts style and approach to respect and serve different clients.
• Conveys messages by asking questions and using different approaches.
• Identifies when a client issue requires escalation.
• Responds to clients without prompts or reminders from senior colleagues.

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work.
• Reviews all task objectives and achieves core deliverables.
• Uses time management and organizational skills to promptly complete work to the required standard.
• Delivers beyond the stated task objectives.

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age.
• Consistently seeks assistance when requirements are unclear.
• Provides timely updates on relevant information.
• Freely shares and seeks useful knowledge to complete work.

Communication and Knowledge Sharing

- Uses effective written and oral communication in preparing documents, presentations and interactions.

- Asks questions to understand how to follow up on feedback.

- Locates relevant information to expedite workflow.

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion.
• Shares ideas for how work can be completed more effectively.

1. REPORTING RELATIONSHIPS

• Supervisor: Designated Senior National Staff

Please address your application to:

Country Director

Timor-Leste Resident Mission

Rua Cabo Verde, No.16, Posto Administrativo Vera Cruz,

Suco Motael. Dili, Timor-Leste

Email: [email protected]

Telp: 330-6200

Closing Date: 22 March 2024 at 5pm.

Thank You,

Eurosia Menezes

ADB-TLRM