Job: Finance and Administration Assistant (TL National Position)

JOB DESCRIPTION

Job Title: Finance and Administration Assistant (TL National Position)

 Place of Work: Likisá, Likisá Municipality, Timor-Leste

Capacity: Full time

Hours: 40 hours/week

Level Grade 3

Reports to: Likisá Program Manager (direct supervisor)

Operations Manager (technical supervisor)

Start date: Approx. 18th September 2017

Explanation of Role

WaterAid is an international NGO that enables the world's poorest people to gain access to safe water and sanitation. Together with improved hygiene, these basic human rights underpin health, education and livelihoods, forming the first essential step in overcoming poverty. WaterAid's vision is of a world where everyone, everywhere has safe water, sanitation and hygiene. WaterAid’s mission is to transform the lives of the poorest and most marginalized people by improving access to safe water, sanitation and hygiene. WaterAid’s values are accountability, collaboration, courage, innovation, integrity and respect. We work with local partners and provide them with the skills and support to help communities set up and manage practical and sustainable projects that meet their real needs. We also work locally and internationally to change policy and practice and ensure water, hygiene and sanitation’s vital role in reducing poverty is recognized. WaterAid has been working in Timor-Leste since 2005 and our vision is that all Timorese should have access to safe water, sanitation and hygiene by 2030. For more information go to www.wateraid.org/au.

This position is responsible for WaterAid’s finance, administration, and logistic work in WaterAid municipality office and supporting partner NGOs finance and administration team within the same areas. The position supports WaterAid's strategic objective of supporting local partner organisations and service providers in developing their capacity to deliver effective WASH projects. This position will be based in Likisá, Likisá Municipality and will involve travel to rural communities on a regular basis as well as occasional travel to Dili or other municipalities.

Key Accountabilities

 1.    Office Operational, Finance and Administration Management:

·         Ensure compliance with WaterAid standards on all procurement processes.

·         Ensure all WATL assets in Liquiça are recorded, updated, and managed.

·         Responsible for Liquiça municipality office documents and filing system.

·         Ensure that all maintenance issues relating to WaterAid Liquiça office are addressed promptly and effectively.

·         Ensure the proper vehicle management system is in place (usage, maintenance, and registration).

·         Ensure finance and administration forms needed are available, in coordination with Dili Operations team.

·         Ensure all contracts (office rent, security service, supplier, etc.) are paid, managed and renewed in timely manner.

·         Review all material and fund requests document from all the staff in the municipality office.

·         Manage the Liquica office petty cash, including vouchers and top up requests and ensuring expenditure coding is correct.

·         Prepare and submit the finance and administration report to Finance and Administration team in Dili in a monthly basis.

·         Represent project staff to deal with Dili Office in relation to Operation, Finance and Administration.

2.    Procurement

·         Responsible for the procurement quotation process and be a part of Liquiça procurement team along with the Quality Control Officer and Program Manager and make sure the quality of materials meets standards.

·         Support Quality Control Officer on the delivery of materials to project locations along with the other project staff and partner NGOs.

3.    Partnership

·         Make initial reviews of the finance reports from partner NGOs or organizations,ensuring they comply with standards beofr passing on in timely manner to Program Manager.

·         Support the NGO partner finance, administration, and logistic team to achieve a transparent and accountable standard within their activities.

·         Conduct a capacity building activities for partner NGOs or organizations finance and administration team along with the Finance and Administration Manager.

 4.    Human Resource

·         Reports to Liquica Program Manager, with input from Operations Manager.

·         Responsible for dialy coordination of Liquica Driver and Cleaner in the municipality office.

·         Manage the attendance form for all staff and report the staff annual leave date in a monthly basis to Senior Administration and People Officer in Dili.

Person Specification

The following criteria will be used to assess candidates for the post. All applicants must address these criteria in their application:

1.    Education

Degree or professional qualification in a relevant area i.e. accounting, management, social, or politic degree.

2.    Knowledge and skills

·         Knowledge and skill of office operational and management.

·         Knowledge and skill on project finance and administration.

·         Ability to plan own work, set priorities and complete tasks if under time constraints or when faced with competing demands.

·         Ability to use computers, word processing, spread sheets and email.

·         Ability to communicate clearly both when speaking and writing in English and Tetum.

3.    Essential Experience

·         Experience undertaking a range of administrative and finance tasks.

·         Experience in office operational and management.

 4.    Desirable Experience

·         Experience of involvement in a logistic process.

·         Experience on managing and supervising staff

·         Experience capacity building local organisation’s administrative systems.

WaterAid is committed to welcoming people from the widest possible diversity of backgrounds, culture and experience. We will make any practical adjustments to enable people with a disability to participate fully in an inclusive working environment. Please let us know if you have a disability and require any special assistance in making your application or attending an interview.

Note: WaterAid is a child safe organization. The successful applicant will be required to provide a satisfactory criminal record check.

Applications

Closing date  7th September 2017

First interviews 11th September 2017

Start date Approx. 18th September 2017

Applications for this position must include a resume (maximum 4 pages) and a cover letter (max 1 page) addressing the above Person Specification criteria. Responses to the selection criteria can be incorporated into the covering letter itself or listed under separate headings. Resumes should include the details of at least two professional referees. References will only be taken up after interviews, and only with the candidate’s prior consent.

Please note that only applications meeting the above criteria will be considered.

The closing date for applications is 7th Sept 2017. Late or incomplete applications will not be accepted. WaterAid will not be able to provide feedback to unsuccessful candidates.     

WaterAid is committed to welcoming people from the widest possible diversity of backgrounds, culture and experience. We will make any practical adjustments to enable people with a disability to participate fully in an inclusive working environment. Please let us know if you have a disability and require any special assistance in making your application or attending an interview.

Email applications to: TimorLesteJobs@wateraid.org.au or by hand to WaterAid Office, Rua Nu’u laran, Bairo dos Grilos by 7th Sept 2017. The subject line of your email should read “Application – Finance and Administration Assistant”.

For any queries not answered in this document email: joaninha.soares@wateraid.org.au