Full ToR
TOR - Admin and Finance Assistant - UKHSP - 12062026
Project Background
The Timor-Leste AMR-Food Safety Nexus Initiative (TL-AFSi) is a 24-month project under the UK Health Security Partnership (UK-HSP) designed to establish a foundational, integrated One Health system addressing antimicrobial resistance (AMR) and food safety in imported frozen foods. The project is implemented by Instituto de Ciências da Saúde (ICS) Timor Leste, under Fundasaun da Graça Deus (FGD-ICS), in consortium with Ministry of Agriculture, Livestock, Fisheries and Forestry (MALFF), AIFAESA, Ministry of Health/INSP-TL, and Archipelago Biotechnology Indonesia, Ltd.
Overall Objective of the Position
To provide efficient and accurate administrative, financial, and logistical support to the TL-AFSi Project Management Unit, ensuring that routine tasks are completed in a timely manner, all records are properly maintained, and the Administration, HR and Finance Officer is supported in delivering compliant financial and HR services.
Key Responsibilities
Financial Support (30% of working time)
- Assist in processing routine payments (e.g., utilities, small vendor payments, per diem) after verification and authorisation by the Administration, HR and Finance Officer
- Prepare payment vouchers and ensure all supporting documents (receipts, invoices, approval forms) are attached before submission for signature
- Perform daily entry of financial transactions into the project's cashbook or accounting system (Excel based)
- Assist in bank reconciliation by matching bank statements with the cashbook under the guidance of the Administration, HR and Finance Officer
- Petty cash management: disburse petty cash for approved small expenses, maintain the petty cash log, and request replenishment when needed
- File all financial documents (payment vouchers, receipts, bank statements) systematically for audit trail
Procurement and Logistics Support (25% of working time)
- Assist the Administration, HR and Finance Officer in collecting quotations from vendors for small purchases
- Prepare simple purchase requests and follow up on order status
- Receive, verify, and record incoming supplies (office supplies, laboratory consumables, sampling kits, PPE) and maintain a stock card
- Coordinate travel arrangements (flight booking, hotel reservations, ground transport requests) for PMU staff and government counterparts
- Assist in organising workshops and training sessions: venue booking, attendee list preparation, printing materials, arranging catering, and providing on-site support
- Maintain an up-to-date asset register for non-capital items (e.g., laptops, printers, office furniture) and assist in physical asset verification
Administrative and Office Support (25% of working time)
- Serve as the first point of contact for the PMU office: answer phone calls, receive visitors, and manage the general email inbox
- Manage office supplies inventory (stationery, cleaning materials, kitchen supplies) and initiate reordering when stocks are low
- Ensure the office is clean, organised, and well maintained; liaise with building management or cleaners
- Photocopy, scan, and bind documents as required by the technical team
- Assist in scheduling meetings, sending calendar invites, and preparing meeting minutes for routine internal PMU meetings
- Maintain a physical and digital filing system for all project documents (correspondence, contracts, activity reports, training materials)
HR and Record-Keeping Support (10% of working time)
- Maintain leave records for PMU staff (annual leave, sick leave) under the guidance of the Administration, HR and Finance Officer
- Assist in collecting timesheets from PMU staff and consultants on a monthly basis
- Prepare personnel files (contracts, ID copies, tax forms) for new hires and ensure they are properly filed
- Coordinate logistics for staff and consultant onboarding (e.g., workstation setup, email account creation)
Compliance and Audit Support (10% of working time)
- Assist in preparing documentation for internal and external audits by retrieving files, scanning receipts, and organising supporting evidence
- Follow all internal control procedures and immediately report any irregularities or suspected fraud to the Administration, HR and Finance Officer or the Programme Leader
- Participate in mandatory safeguarding, GEDSI, and anti-fraud trainings
Key Deliverables
- PMU filing system (physical and digital) fully operational and up-to-date
- Monthly petty cash reconciliation and replenishment request submitted
- Payment vouchers and supporting documents processed within 3 working days of request
- Logistics arrangements (venue, materials, travel) for all project workshops, training, and peer exchanges activities
- Meeting minutes for weekly PMU coordination meetings
- Final handovers note (including all files, inventory, and outstanding tasks) submitted
Qualifications and Experience
Essential
- Diploma or bachelor's degree in accounting, Finance, Business Administration, Public Administration, or a related field
- Minimum 1–2 years of experience in administrative, finance, or clerical support, preferably with an NGO, government office, or international project
- Basic knowledge of double entry bookkeeping and petty cash management
- Proficiency in Microsoft Office (Word, Excel – including basic formulas, Outlook)
- Strong organisational skills and attention to detail
- Good command of Tetum and Bahasa Indonesia or Portuguese (spoken and written). Basic English (reading and writing) is required
- High level of integrity, honesty, and ability to handle confidential information
Desirable
- Previous experience with donor funded projects (UK FCDO, USAID, EU, UN)
- Familiarity with FGD-ICS finance and procurement systems and procedures is preferable
- Experience in logistics for workshops or travel arrangements
- Knowledge of GEDSI and safeguarding principles
Working Arrangements and Conditions
- Position Type: National (Open only for Timorese)
- Contract Duration: One year, with possibility of extension
- Duty Station: Dili, Timor-Leste
- Working Hours: Full time, Monday to Friday, 08:30–12:00 and 14:00–17:30, with possible extra hours during peak periods
- Annual Leave: 20 working days of paid leave annually
- Sick Leave: 6 days sick leave annually, with submission of medical certification
- Reporting Line: Direct daily supervision of the Administration, HR and Finance Officer, and ultimately reports to the TL-AFSi Programme Leader
Commitment to Safeguarding and GEDSI
The Admin and Finance Assistant shall adhere to FGD-ICS's safeguarding and PSEA policies, complete mandatory GEDSI and safeguarding training, and ensure that all administrative and logistical support is provided in a manner that is inclusive, equitable, and free from harassment, exploitation, or abuse.
