The Officer - Administrative and Government Systems Strengthening (GSS) will provide essential administrative support and contribute to the strengthening of government systems within the PHD program. This role involves performing administrative functions, conducting data and policy analysis, monitoring systems strengthening activities, supporting the implementation of PHD Monitoring, Evaluation and Learning (MEL) system and supporting the drafting of briefs, reports, or summaries.
Administrative Functions
- Manage the day-to-day administrative including calendar management and coordination, and scheduling of appointments and meetings both internally and with external partners.
- Coordinate administration, finance and logistics planning and requirements for activities, field trips and events for the GEDSI and GSS team, including:
- weekly/monthly consultation with Lead and each team on activities, field trip and event plans.
- lodge SURF requests and follow up with Finance and Fleet team, as required.
- work with relevant PHD operations team to organise information, communication & technology (ICT) material, room bookings and catering, as required.
- coordinate all financial administration (requests, payments and acquittals) in a timely manner for the team.
- provide briefings on financial administration in relation to GEDSI and GSS operations.
- assist with day-to-day procurement and logistics needs, including inventory and office supplies in close coordination with procurement team.
- attend to required logistical support from internal and external service providers.
- Provide relevant support to short-term advisers and other consultants during their in-country visits, including translation and interpretation services.
- Minute taking for meetings (including high level meetings, team meetings and other meetings as required), and distribute the minutes in a timely manner.
- Review, manage and maintain electronic filing system.
Data and Policy Analysis
- With mentoring from Lead – GEDSI and Systems Strengthening, conduct data analysis on specific government systems, including budgets, Annual Action Plans (AAPs), Information and Communication Technology (ICT), and Human Resource Management (HRM) data and metrics.
- Provide policy analysis to support informed decision-making and strategic planning within the PHD program.
Monitoring Government Systems Strengthening Activities
- Monitor and track the progress of government systems strengthening activities.
- Maintain records of PHD contributions to these activities and report on progress and outcomes.
- Assist in drafting briefs and reports in Tetum, ensuring clarity and accuracy.
- Collaborate with relevant stakeholders to gather necessary information for comprehensive briefings.
Other
- Perform other duties related to administrative functions and government systems strengthening as required.
About You
We are seeking an individual who will bring:
- A diploma or degree in a relevant field such as public administration, political science, or a related discipline.
- At least five years of relevant professional experience in administrative roles, preferably within the context of the Government of Timor-Leste (GoTL).
- Experience in data and policy analysis, with the ability to interpret and present complex information effectively.
- Proficiency in monitoring and evaluating program activities, with strong attention to detail.
- Exceptional written and verbal communication skills in both Tetum and English.
- Strong interpersonal skills and the ability to work collaboratively with diverse stakeholders.
- Proactive and able to manage a high workload in a fast-paced environment.
Further Information & How to Apply
Please apply online through the careers page of the Abt Associates website via the following link https://egpy.fa.us2.oraclecloud.com
Please attach a cover letter and up-to-date CV as a single document, addressing how you meet the requirements of this role.
For further information please email the PHD People & Culture team via [email protected]. Please insert the job title in the email subject heading.
Closing date: Friday, 21 June 2024 (11pm Dili, Timor-Leste time)
https://egpy.fa.us2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/JoinAbt/job/105351/
