The Administrative Assistant provides support to the Executive Director across a range of activities including document and communications, meeting and travel logistics and arrangements, and calendar/schedule management. The timely and consistent delivery of these executive support services is essential to facilitating the leadership and representational functions of the Office of the Executive Director.
Duties and Responsibilities
- Initiates communication within MCA-Timor-Leste and with external service providers, to ensure that logistical preparations for workshops, meetings, and events are in place allowing sufficient leeway in case of changes in schedule or venue. • Gather and summarize data on the status and performance of MCA activities from across different units to sustain communications coming from the Office of the Executive Director and inform planning and assessment activities. • Execute administrative support activities for the Office of the Executive Director related to meeting scheduling, travel/logistics, and financial/budget reporting ensuring efficiency and responsiveness. • Draft and disseminate minutes, memoranda, emails and internal communications from the Office of the Executive Director across the MCA and ensure receipt and follow-up by respective stakeholders. • Inform MCA teams on events/developments in key program areas to enable responsiveness and sustain awareness of the operational issues affecting the work. • Exchange information with external stakeholders to support the communications, representation, and meetings activities of the Office of the Executive Director. • Oversee the calendar of the Office of the Executive Director ensuring that preparations, meetings and appointment management are executed in an efficient manner. • Consolidate information and update unit databases about the Executive Director’s contacts and meetings, ensuring data integrity and confidentiality. • Assist in the proactive monitoring of the progress of work programs and the coordination of various activities, such as the organization of meetings, the preparation of progress reports, etc. • Receive calls and other direct and relevant communications relating to MCA staff.
Requirements (Education, Experience, Technical Competencies)
- Completion of Secondary School • Minimum of four (4) years of experience in executing secretarial and/or executive support functions. • Have strong computer skills with proficiency in the use of common Microsoft Office applications (Word, Excel, and PowerPoint) or similar office suite. • High level of integrity, judgment, discretion, and responsibility; the ability to handle confidential information, the ability to anticipate problems and the confidence to follow through. • Excellent written and verbal communication skills in English, including writing professional emails to a variety of audiences. • Ability to give and receive editorial feedback in a professional manner. • Experience working with international organizations or donors a plus. • Demonstrated similar work experience in Timor-Leste and experience coordinating with government institutions is an advantage.
These employment opportunities are open to all eligible candidates regardless of their nationalities, race, ethnicity, gender and religion. Timorese Nationals are strongly encouraged to apply. All positions will be based on Dili, Timor-Leste. Competitive compensation package will be provided.
Detailed information on the vacancies, position descriptions (PDs), and requirements (education, experience, competencies) can be viewed on https://timorleste-jobs.tenderwell.app. How to apply: applications must be submitted in English and online on https://timorleste-jobs.tenderwell.app. Applications submitted by email will not be considered.
Applications documents must include: 1). A CV of no more than 3 pages describing the candidate's qualifications and experience related to the PDs.; 2). Electronic copy of the relevant Academic Certificate(s); and 3). A list of 3 professional references (including at least 1 former supervisor), including name, title, relationship with the candidate, telephone number, and e-mail address.
To ensure equal opportunity and neutrality, application documents should not include details related to: age, marital status, political and religious affiliation, family information.
Only short-listed candidates will be contacted for further recruitment phase. Short-listed candidates will be expected to submit samples of relevant past work assignments and demonstrate English proficiency when applicable. All selected candidates will undergo rigorous reference and security checks, results of which will form the basis for the final hiring decisions.
https://timorleste-jobs.tenderwell.app/jobs/30/administrative-assistant
