Full ToR
TOR - Admin HR and finance officer - TL AFSi Project - UKHSP - 12062026
Project Background
The Timor-Leste AMR-Food Safety Nexus Initiative (TL-AFSi) – under UK Health Security Partnership (UK-HSP) Grant Reference CG1-014326 – is designed to establish a foundational, integrated One Health system to address critical gaps in food safety and antimicrobial resistance (AMR) surveillance. Timor-Leste currently lacks any systematic surveillance infrastructure for AMR in imported frozen foods, despite over 70% of consumables being imported. The project is implemented by a consortium including the 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, transparent, and compliant administration, human resources, and financial management services to the TL-AFSi Project Management Unit, ensuring that all project resources are used effectively, all financial transactions are properly recorded and reported, and all logistical and HR needs are met in a timely manner.
Key Responsibilities
Financial Management & Accounting (40% of working time)
- Maintain the project's financial system (cashbook, ledgers, bank reconciliations) using accounting software (e.g., QuickBooks or Excel-based systems)
- Process all payments to staff, consultants, vendors, and partners after proper verification and authorisation (dual control)
- Prepare monthly and quarterly financial reports (including expenditure against budget, variance analysis) for submission to the Programme Leader and FHI-360
- Manage the project bank account(s) both in GBP and USD, including monitor and record the fund transfers, as well as exchange rate tracking (OANDA), and timely disbursements
- Ensure compliance with Timor-Leste tax and social security laws (withholding tax, social security contributions) and FHI-360/UK FCDO financial guidelines
- Prepare documentation for internal and external audits and support the annual financial audit process
Procurement and Logistics (25% of working time)
- Lead all procurement activities following FGD-ICS and FHI-360 rules
- Procure and manage inventory of office supplies, laboratory consumables, sampling kits, PPE, and other project assets
- Coordinate travel logistics (flights, accommodation, ground transport, visa applications) for PMU staff, government counterparts, and international partners
- Organise venue bookings, catering, and materials for workshops, training sessions, and meetings
- Maintain an asset register and ensure proper labelling, tracking, and disposal of project assets
Human Resources and Administration (20% of working time)
- Support the recruitment process (advertising, screening, interview arrangements, reference checks) for project staff and consultants
- Prepare service contracts, amendments, and handover notes; maintain personnel files (leave records, timesheets, contract renewals)
- Track staff annual leave, sick leave, and other authorized leaves; process monthly payroll and benefits (where applicable)
- Ensure that all staff and consultants complete mandatory safeguarding, GEDSI, and other trainings
- Manage the PMU office (supplies, equipment maintenance, communication, filing system – both physical and digital)
Compliance, Reporting and Record Keeping (15% of working time)
- Maintain complete and organised files (financial, procurement, HR, contracts) for audit trail
- Prepare financial sections of quarterly and final progress reports, ensuring alignment between financial and narrative reports
- Support the Programme Leader in monitoring sub-grantee expenditures and deliverables
- Implement internal controls to prevent fraud, conflict of interest, and misappropriation of funds; report any concerns through the whistleblowing mechanism
- Contribute to risk register updates (fiduciary risks) and mitigation measures
Key Deliverables
- PMU financial and administrative systems fully operational (bank account, accounting software, procurement templates, filing system)
- Monthly payroll and statutory deductions processed
- Quarterly financial reports (accompanied by bank reconciliations and expenditure proof) submitted to Programme Leader for onward submission to FHI-360
- Procurement plans and documentation for all major purchases (equipment, travel, workshops) – maintained and auditable
- Logistics arrangements for all project workshops, training, study visits, and peer exchanges (no less than 10 events)
- Complete asset register and inventory updated quarterly
- Final financial report and handover documentation submitted for project closure
Qualifications & Experience
Essential:
- Bachelor's degree in Accounting, Finance, Business Administration, Public Administration, or a related field. A professional certification (e.g., CPA, ACCA, or local equivalent) is an advantage
- Minimum 4 years of progressive experience in finance, accounting, administration, or HR management, preferably with international development projects or donor-funded programmes (UK FCDO, USAID, EU, UN, etc.)
- Proven knowledge of double-entry bookkeeping, financial reporting, budgeting, and internal controls
- Experience with procurement processes (competitive bidding, quotation analysis, contract management)
- Proficiency in accounting software (e.g., QuickBooks, Xero, or at least advanced Excel) and MS Office (Word, PowerPoint, Outlook)
- Strong organisational and time-management skills, with ability to work under pressure and meet strict deadlines
- Good command of English (written and spoken) and Tetum. Fluency in both is highly desirable
- High level of integrity, attention to detail, and ability to handle confidential information
Desirable:
- Previous experience with FHI-360, UK HSP, or other UK FCDO grants
- Familiarity with Timor-Leste tax and labour laws (income tax, social security)
- Experience in logistics management for international travel and workshops
- Knowledge of GEDSI and safeguarding principles in HR and procurement
Working Arrangements & 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 reporting periods or missions
- Annual Leave: 20 working days of paid leave annually, subject to prior request and approval by the Programme Leader
- Sick Leave: 6 days sick leave annually, with submission of medical certification
- Reporting Line: The Administration, HR and Finance Officer will work under the direct supervision of the TL-AFSi Programme Leader, in close collaboration with the Project Management Unit (PMU), the Administration and Finance Officer of ICS/FGD, and all consortium partners as required
Commitment to Safeguarding & GEDSI
The Administration, HR and Finance Officer shall adhere to FGD-ICS's safeguarding and PSEA policies, complete mandatory GEDSI and safeguarding training, and ensure that all procurement, HR, and financial processes are inclusive, equitable, and free from harassment, exploitation, or abuse. The Officer will apply GEDSI principles in recruitment, vendor selection, and logistical arrangements (e.g., accessible venues, safe transport).
