Organizational Unit: UNDP, Justice System Programme
Entry Salary: 8,496 Gross/Annum
Entitlement/Benefits: Please obtain from Human Resources Unit
GENERAL DESCRIPTION OF JOB
The UNDP Justice Systems Programme is seeking an Administration and Finance Associate to work in the Suai Project Office under the direction of the Project Officer.
Supervision: Project Officer in Suai
DUTIES AND RESPONSIBILITIES
The incumbent is expected to assume the following responsibilities:
Provide assistance to the Project Officer in the administrative matters related to office management and provision of support to judicial institutions.
Provide assistance in recruitment, procurement, payment and reporting activities.
Preparation of letters, memos, meeting invitations, and other correspondence.
Maintenance of the filing system ensuring safe keeping of all records, reports, correspondence.
Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Arrangement of vehicle transportation and supervision of vehicle maintenance.
Manage the accounting for the project office.
Organize day-to-day financial administration tasks.
Organize regular budget revisions updating estimates on expenditures for the current year.
Prepare quarterly and annual financial reports as per agreed work plan.
Manage the petty cash.
Ensure procedure compliance and accountable financial management.
Perform any other tasks as may be required by the Project Officer.
KEY COMPETENCIES
Good knowledge of administrative and financial rules and regulations.
Strong IT skills, knowledge of office software packages and Atlas.
Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported.
Ability to review a variety of data identifies and adjusts discrepancies, identify and resolve operational problems.
Highly self motivated and able to work efficiently with little direction and supervision.
Strong interpersonal skills and ability to handle visitors, phone calls with tact and courtesy.
QUALIFICATIONS AND PROFESSIONAL EXPERIENCE
Completion of university degree in office management and administration or secondary education with 3 to 5 years of relevant experience in administration or programme support service is required.
Specialized training in office management and administration is highly desirable.
Experience with the UN organization/agency is an asset.
Fluency in oral and written English and Tetum is essential. Knowledge of Portuguese or Bahasa Indonesia is also an advantage.
Ability to work in a multi-cultural environment.
Interested candidates are invited to submit their applications together with curriculum vitae and relevant supporting documents to the following address:
Human Resources Unit
United Nations Development Programme
Obrigado Barracks Compound, Building 11
Caicoli Street
Dili, Timor-Leste
Fax : +670 3312408
e-mail : personnel.tp@undp.org
The deadline for submitting applications is 30 October 2009
The World Bank office in Dili, Timor – Leste, is seeking an Operations Analyst. The Operations Analyst will assist the Country Manager and the Senior Operations Officer, in close collaboration with the dedicated procurement specialist and financial management specialist to monitor the quality of Timor-Leste World Bank project portfolio. The Operations Analyst will also provide monitoring and liaison support to the Task Team Leaders in the Power Sector, or as assigned.
Specific tasks include:
Portfolio Quality Monitoring
In coordination with the dedicated procurement specialist and financial management specialist, monitor the quality of the Timor-Leste portfolio as well as compliance with World Bank procurement and financial management operational guidelines.
Prepare the portfolio performance reviews
Review and process operational documents, coordinating across disciplines and project components with other team members
Produce the monthly portfolio management data and report
Respond to ad hoc information requests from internal and external parties
Provide the financial management specialist and procurement specialist with necessary information in making procurement and financial management decisions, action plans included in aide – memoires, and fiduciary recommendations; follow up on such decisions and actions plan; participate in project preparation and supervision missions as necessary.
Provide the dedicated procurement and financial management specialist with necessary information for review and action compliance with procurement guidelines; participate in portfolio-wide procurement supervision missions.
Provide the dedicated financial management specialist with necessary information for review and action compliance with financial management guidelines:contribute to portfolio-wide financial management supervision missions.
Provide the dedicated procurement and financial management specialist with information to effect the organization of the yearly audit and post review of statement of Expenditure and procurement for the entire portfolio.
In collaboration with the World Bank office in Jakarta, oversee the processing of withdrawal applications by the Dili office disbursement team.
Oversee the proper filling of all disbursement, procurement and financial management documents.
Interact with counterparts in government and in a variety of international and other partner organizations, academia, etc.
Interact with counterparts within and across operational units, country management units, sector managers, up to Director or equivalent at HQ and in the field
Liaise with the Ministry of Finance for the continuous update of the Registry of the External Assistance,
In due time and after sufficient training, become the principal point of contact with the World Bank Department of Integrity for the Timor – Leste Office.
Power Sector Monitoring and Liaison
In addition to the above mentioned activities the Operations Analyst will provide local monitoring and liaison support for the growing portfolio of activities in the power sector that currently includes: Aliambata Gas Seep Harvesting project; the Energy Services Delivery Project, Technical Assistance for renewable energy and any future support program in the energy sector. Such support will include but not be limited to: monitoring of and liaison with the respective Timorese clients. The various activities will be carried out in close consultation with respective Task Team Leaders in the Energy and Mining Unit in the Bank HQ office.
Qualifications
·Master’s degree in accounting, business, engineering, or equivalent, or a university degree with 5 years relevant professional experience
·Professional experience in procurement of financial management
·Proficiency in written and spoken English and Tetum required; proficiency in spoken and written Portuguese and Indonesian language would be an advantage
·Impeccable personal integrity
·Pro-active and problem solver
·Timorese national
Training
The incumbent Operations Analyst will receive considerable training in financial management and procurement as well as in project portfolio monitoring
HOW TO APPLY
Apply in writing to the World Bank Dili Office (Avenida dos Direitos Humanos) enclosing your updated CVs together with copies of academic and professional certificates, and minimum of three references letters.
Applications will be received no later than close of business on October 30, 2009. Only short-listed candidates will be contacted.
Location:Bobonaro include travel to Dili, Covalima and Liquica.
Employment: 12 months with possible extension / fulltime
CARE International Timor Leste is an Equal Opportunity Employer.
Women are encouraged to apply for this position.
Only short listed applicants will be contacted for interview.
The Young Women, Young Nation (YWYN) Project is a 2.5 year long project to help promote girls’ education in three districts, Covalima, Bobonaru and Likisa. The objective is to prevent drop-out of girls in between primary school and pre-secondary school.
The project includes several community level activities in partnership with students, teachers, parents, and local leaders, as well as distribution of 15,000 booklets profiling Timorese women in a variety of roles and professions contributing to society as a result of their education, which are being produced by the Lafaek Project.
JOB SUMMARY:
The DPM assists the Project Manager in all aspects of the project. The DPM will lead project coordination for activities in the districts and she or he is responsible to maintain project continuity and leadership when the Project Manager is absent. The DPM is instrumental in developing ownership and responsibility for the project as a whole and maintaining positive professional relationships with local communities, school officials, parents, and students.
This job requires working with girls and therefore the DPM must demonstrate commitment to the welfare of children. The DPM will be required to provide a copy of her/his police record and comply at all times with CITL’s Code of Conduct and Child Protection Policy.
Responsibilities and Tasks:
Project Coordination
·Design a distribution plan for the booklet and related materials together with the Lafaek DPM
·Coordinate with the DPM of the Lafaek project to include messages on women empowerment on Radio Lafaek
·Assist in identifying villages interested in participating in the project
·Coordinate project staff in finding local parents who have been successful in keeping girls in school
·Mobilize local leaders, school officials, and others to participate in Participatory Learning and Action groups
·Design plan for implementation of events in communities
·Publicize and lead selection process for small grants to girls’ groups
·Assist with development of monitoring plan and its implementation
Human Resources
Coordinate staff meetings with the project team, monitor implementation of workplans, provide daily management of project staff’s time, ensure staff follow security procedures, and report any issues to the Project Manager
Assist with review of contracts, work plans, supervision, capacity building and recruitment
Financial Management
Assist in budget control, monitoring of expenditures for training, community events, distribution of materials, fuel usage, etc., and comply with CITL’s finance policies
Liaison and representation
·Maintain regular contact with partners and ensure partnerships are running smoothly with community leaders in Covalima, Bobonaro and Likisa districts
Qualifications:
Education:
ØUniversity degree in Education or Management or equivalent in relevant professional experience.
Experience:
ØTwo years of International NGO experience
ØProven experience and competence in education and or children’s rights
ØExperience managing staff
ØExcellent written communication skills. Some English skills preferred.
ØComfortable working with rural communities in the Western districts
ØGender and cultural awareness and sensitivity
ØAttention to detail and an orderly approach to tasks
ØAbility to manage multiple tasks effectively and follow up where required
ØThe position requires an individual who is flexible, can work overtime when required, who learns quickly and who works well within a team.
For qualified applicants please submit application letter, CV, and two references to Human Resource Unit, CARE International Timor Leste on or before 2nd November 2009 or by email to hr@care.tp
Position Title: Field Security Coordination Associate
Duty Station: Dili, Timor-Leste
Duration: 1 (one) Year, Extendable
Type of Contract: Fixed Term Appointment
Expected Start date: December 2009
Level: GS-6
Organizational Unit: UNDSS, Timor-Leste
Entitlement/Benefits: Please obtain from Human Resources Unit
Organizational Context
The Field Security Coordination Associate (FSCA) works under the direct supervision of the Chief Security Advisor and Security advisor (CSA/SA), DSA or Field Security Officers (FSCOs) at the duty station regardless of context (integrated mission or stand alone UNCT setting, however in the former, FSCA can be located within an existing appropriate unit – normally the SICR or Capital Duty Station FSCO/RSO Office).
The FSCA works in close collaboration with like/linked actors in UN Security (UNDSS-TL Office/UNMIT Security Section as applicable), Mission Component, UNCT, Diplomatic, INGO/NGO and Host Government settings.They have particular value in the context of providing the CSA/SA, DSA or FSCO with enhanced situational awareness, information and practical Host Government linkages.
Principal functions:
1.Facilitating/conducting security liaison, information sharing and coordination between the CSA/SA or FSCO and other security actors/stakeholders in country (particularly where a ‘national’ approach is valid), focusing on achievement of the following results:
qFacilitating/conducting security liaison, information sharing and coordination between the CSA/SA, DSA or FSCO and Host Government security organizations.
qFacilitating/conducting security liaison, information sharing and coordination between the CSA/SA, DSA or FSCO and other Host Country entities such as local government organizations, local traditional organizations/individuals, youth groups, traders, local personalities and NGO’s.
qFacilitating/conducting security liaison, information sharing and coordination between the CSA/SA, DSA or FSCO and other national’s within UN Agencies, Programs, Funds, Mission Components, INGO’s and Embassies.
qFacilitating/conducting security liaison, information sharing and coordination between the CSA/SA, DSA or FSCO and guard contractors.
qArranging and attending formal and informal (with or without the CSA/SA, DSA or FSCO respectively) meetings with the above.
qProvision of formal and informal translation support during and subsequent to the above meetings and/or similar engagements.
2. Assisting the CSA/SA or FSCO to assess the security situation in Timor-Leste or any given duty station or location within the country (on a routine or urgent basis), focusing on achievement of the following results:
qMaintaining an awareness of the prevailing security situation in country generally and of specific duty stations and/or historical/emerging hotspots/issues; and drawing the attention of the CSA/SA, DSA or FSCO to the latter.
qGathering specific information on emerging issues on the request of the CSA/SA, DSA or FSCO
3.Assisting the CSA/SA or FSCO to maintain/implement the Security Plan (particularly national staff components, warden systems and location information), focusing on achievement of the following results:
qOver-watch and assist with the maintenance of the various warden structures in country, particularly those that are nationally based.
qAssist with mapping staff locations.
qAssist with maintaining warden and staff lists.
qBackstop the FSCA (A) in the production centralized security staff lists.
qDraft/update statistics based plan annexes.
4.Assisting the CSA/SA or FSCO to draft/review/maintain/implement SRA’s, MOSS/MORSS and mandatory returns, focusing on achievement of the following results:
qInvolvement in SRM process (assisting with country, duty station, compounds, residences and individual SRA’s).
qInvolvement in MOSS/MORSS processes (assisting with drafts, reviews, maintenance and implementation/compliance monitoring).
qInvolvement in mandatory returns (assisting with the drafting or QIR’s, Staff Lists, Country/Area Briefs, Country SRA, Phase map, MOSS/MORSS Update, GPS Location Coordinates, hazard pay requests, UNPOL/Military Report, DRO Matrix, Unauthorized dependants report, Input for SG’s Report, ICSC Annual Survey, Weekly Monthly and Weekly Statistics)
5.Assisting the CSA/SA or FSCO to organize and conduct security briefs and/or training, focusing on achievement of the following results:
qAssisting with or conducting staff orientation briefings.
qAssisting with or conducting ASC, Warden and specialized staff training.
qTraining venue booking and general coordination functions.
6.Assisting the CSA/SA or FSCO to coordinate and supervise response/operations/guard functions, core/cost share staff and guard contractor staff (given a ‘stand alone’ UNCT setting), focusing on achievement of the following results:
qAssist the CSA/SA, DSA or FSCO to coordinate and supervise SRT, National Police and Fire Brigade deployments cued by staff through SOC (this involves requesting assistance from the concerned organization on behalf of the UN staff member and facilitating an urgent response).
qAssist the CSA/SA, DSA or FSCO to coordinate and supervise rolling escort and short notice static security deployments (in support of at risk compounds or residences given a recently emerged threat).
qAssist the CSA/SA, DSA or FSCO to coordinate and supervise SOC Duty Officers/Radio Operators, SRT, Guard Supervisors, Diplomatic Police support teams and any other staff attached to the UNDSS-TL Office (this includes mobilizing the security team and coordinate routine patrol/static operations).
qCoordination of rolling escort and static security tasks including housing inspections and other identification administration:This includes carrying out security inspection on residences of staff member to enable the office of the UNFSCO give security advise based on inspection findings.
qAssisting the CSA/SA, DSA or FSCO to maintain the Emergency Radio Communication Network (ensuring serviceability of communication equipment, coordinate and enforce network Standard Operating Procedures, act as an agent of the WFP Communications Focal Point, facilitate communication support to the UN System as a whole in the form of advice and forwarding service for programming and repair functions (undertaken by WFP at present).
7.Support the UNDSS-TL International Staff capacity building and localized support from a national
Perspective, focusing on achievement of the following results:
qProvide the CSA/SA, DSA or FSCO with general and specific historical contextual information.
qProvide the CSA/SA, DSA or FSCO with general and specific situational contextual information.
qProvide the CSA/SA, DSA or FSCO with general and specific political contextual information.
qProvide the CSA/SA, DSA or FSCO with general and specific geographical contextual information.
qProvide the CSA/SA, DSA or FSCO with general and specific cultural contextual information.
qAccompany the CSA/SA, DSA or FSCO on Duty Station and Field Visits in order to realize this function.
8.Contingency support, focusing on achievement of the following results:
qBe prepared to deploy with the CSA/SA, DSA or FSCO or on a stand-alone basis on short-notice security related support missions.
qAssist the CSA/SA, DSA or FSCO as an ‘intermediary’ during any security related negotiations.
qAction or assist with any other routine/non-routine tasks as directed by the CSA/SA, DSA or FSCO.
qAct as OIC UNDSS-TL in the event of Annex O to the UNTL Security plan being implemented (evacuation of all internationals).
Minimum qualifications:
qSecondary Education.
qMinimum of 6 years of relevant experience at the national level (Police, Military, Revolutionary or equivalent service in a security role with Government or NGO). Experience in the use of computers and office software packages (MS Word, Excel, etc), as well as e-mail and internet usage, current motor vehicle drivers license (and ability to drive safely) is a must.
qMinimum of 12 months experience in an International NGO or UN in a security role is a must.UNDSS STP or SCP certification is highly desirable.
Fluency in oral and written English, Tetum and Portuguese.
Interested candidates are invited to submit their applications together with curriculum vitae, P11, and relevant supporting documents to the following address:
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