rogressio Administration Assistant

Job Title:      Administration Assistant

Location:      Dili

Reports to: Programme Officer
 
Purpose : To provide support and assistance to the Country Support Staff and the Development Workers in the day to day administration and logistic transaction.
 
Job Responsibilities:
General:

• Supervise the ongoing maintenance of the general office, ensuring all appropriate services are maintained (office upkeep, staff welfare) for the office.
• Record and monitor administration spends including stationary, cleaning items, post and other items.
• Responsible for general filing system, staff notice board information, pigeon hole, contact list and upkeep
• Coordinate administration of office events, workshops with Programme Officer and Development Workers.

 
Specific:

• Meet and greet visitors.
• Answer telephone and transfer to appropriate staff member/DW.
• Recording incoming and outgoing mails
• Receiving any letters, packages, invitations, etc from others and delivering them to the appropriate staff member/DW.
• Perform general clerical duties to include but not limited to photocopy, faxing, mailing, and filing.
• Maintain hardcopy and electronic filing system.
• Maintain libraries and asset inventories.
• Coordinate and maintain records for staff office space, phones, ID cards, Tax numbers, and office keys.
• Set up and coordinate meetings and conferences.
• Assist staff in the process of working visa / temporary visa in Timor Leste as well as visa from relevant Embassies for travel abroad.
• Set up accommodation and transportation for Progressio guests and visitors.
• Conduct cost-benefit analysis and source office supplies.
• Conduct simple price index surveys.
• Maintain access of internet for all staff.
• Take minutes at staff meetings and distribute to all staff/DW.
• Perform any other duties as requested in the line of work.

 
Minimum Qualifications:

• Minimum of 2 years experience in administration and office management
• Highly computer literate –email/internet/ word processing/ spreadsheet skills essential
• Excellent communication, numeracy and strong organisational skills
• Ability to cope with change
• Capacity to manage and work in a team under pressure and the ability to prioritise a large complex workload and to work to tight deadlines
• Sensitive to cultural differences, and able to work in a variety of cultural contexts
• Initiative to take responsibility and work with minimal supervision
• Confidentiality, tact, diplomacy and good interpersonal skills
• Must be a good team player
• Basic English language skills (speaking/listening)

 
Desired Qualifications

1. Experience working with international volunteers
2. Ability to speak English well (speaking/listening/writing)
3. Experience working with a non-governmental organization.

 
 
HOW TO APPLY
Sent a cover letter and current CV by email to
progressio.tl@gmail.com cc yanne.afliana@gmail.com
Delivery by hand at Progressio Timor Leste office, Rua Cardoso Dias 17, Bairo Central, Dili
For further information please contact to +670 3312578
Only applicants who are short listed will be contacted
Deadline 24 October 2011 at 5pm