rogressio Administration Assistant

17-10-2011 16:03

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:

  • 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.


  • 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.

Sent a cover letter and current CV
by email to cc
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


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Foto utilizada com a permissão da Creative Commons owinter86  proprietariu kimika