Triangle GH, Administration Assistant, Deadline June 10, 2010.

Job Description

1.      Post title
Administration Assistant

2.      Supervision
Administrator/Head of Mission

3.      Duty station
Dili district

4.      The Organization
Triangle GH is a French Organization of International Solidarity that has been implementing activities in Timor Leste since 2005 in the fields of water & sanitation and psychosocial activities.
Triangle GH stands as the water sector lead for the District Water Supply, Sanitation & Hygiene Services (DWASH) Program.

5.      The Job
The Administration Assistant main responsibility will be to assist the Administrator in implementing all administrative actions needed to facilitate the programme activities.
Under the supervision of the Administrator, the Administration Assistant is responsible for:

ü        Follow up of administrative procedures with the TL authorities:
·        Visas procedures for staff with TL Immigration
·        Governmental taxes payment
·        Driving licenses for staff (national & international)
·        ID cards for staff (national & international)

ü        Follow up of administrative management of the office and Service contracts in Dili:
·       Relations with landlords for TGH office and TGH guesthouse
·       Relations with the Security Company, the Internet Company, the Waste management company

ü        Staff movements monitoring:
·         Coordination with Administrator and TGH HQ in France for staff movements
·         Flight/boats tickets booking
·         Hotel reservations
·         Visas procedures for staff with Indonesian Immigration

ü        Follow up of Human Resources for National staffs:
·         Preparation of work contract when hiring new TGH staff
·         Presentation of TGH Internal Regulations when hiring new TGH staff
·         Filing and keeping files updating
·         Following TGH policy process with Ministry of Labour in collaboration with Administrator

ü        Petty Cash box and bank management
·         Maintain a petty cash box Excel file for follow up with the Administrator


ü        Preparation and release of various payment  after Administrator approval(punctual and monthly)
ü        Follow up of monthly filling for accountancy and bank archives for preparation of audits.

A high degree of flexibility on the part of all staff is expected in order to respond to the ever-evolving situation. This job description may change based on the situation in the field during the time of the contract so it could be updated during the time of the contract.

Application process
 To apply for those position, sent a cover letter, current CV and professional references by email to Ms. Pascale Vulliez ( admin.timorleste@trianglegh.org) or delivery by hand at Triangle GH office, located in Fatuhada-Zero IV, Dili, Timor Leste.
                                                   
Deadline  10^th June 2010

Triangle GH, Procurement Officer, Deadline May 28, 2010.

TRIANGLE GENERATION HUMANITAIRE –TIMOR LESTE

Job Description

 1.      Post Title
Procurement Officer

2.      Supervision
Procurement Manager/Procurement Assistant

3.      Duty Station
Dili Office

4.      Terms of reference
Triangle GH is a French Organization of International Solidarity that has been implementing activities in Timor Leste since 2005 in the fields of water & sanitation and psychosocial activities.

Triangle GH stands as the water sector lead for the District Water Supply, Sanitation & Hygiene Services (DWASH) Program.

A.     Requirements
·         Must have drivers license.
·         Knowledge of Logistics and Procurement practices as it is relevant in Timor Leste.
·         Ability to perform responsibility and tasks as described in this Job Description.

B.      Main Responsibilities
·         Should anticipate and animate the respect of the purchase process of TGH intern to the project.
·         To support the TGH Procurement Assistant in his/her functions (offices) and replace him/her in case of absence.
·         To work in collaboration with the Procurement Assistant in order to insure the Purchase Procedure for the DWASH Program is adhered to.
·         Monitoring and delegation of deliveries, and to ensure the proper documentation of materials for water commodities sent from Dili Base to TGH work sites, Manatuto & Oecusse Districts.
·         Oversee the purchasing procedures of external transport and the identification of the various carriers on the market, and liaison with the person in charge of the operations of the carrier that they guarantee the respect of the TGH procedures.
·         To respect the TGH internal rules & regulations.
·         Follow up the inventory data after any purchase and delivery.


C.      The Procurement Officer daily tasks will be:
·         Adherence and respect of the Procurement Process.
·         Providing quotations and other relevant documents to suppliers and retrieving them when complete.
·         Ensure that all items to be delivered are the correct quantity and quality.
·         To identify the selected suppliers and report it to the Procurement Manager.
·         To coordinate with Procurement Assistant all payments for the Suppliers.
·         To work together with Procurement Assistant and support him/her in all activities necessary to carry out the Procurement Processes.
·         To prepare all documents and information to the Procurement Manager to prepare the weekly Purchase Follow up to send to District Coordinators for updates.
·         To coordinate with the Procurement Manager and Procurement Assistant for the weekly planning and assignments for the week.
·         To follow up on the inventory of the procured items and assets for the local NGO’s and report status to Procurement Assistant.
·         To follow the supervision and assignments of the Procurement Assistant and/or the Procurement Manager.

D.     Responsible to:
·         Procurement Manager

E.      Relationships:
·         Suppliers
·         CDM DWASH Administration
·         TGH Coordinators
·         National Staff

F.       Application process

 To apply for those position, sent a cover letter, current CV and professional references by email to Ms. Pascale Vulliez ( admin.timorleste@trianglegh.org) or delivery by hand at Triangle GH office, located in Fatuhada-Zero IV, Dili, Timor Leste.

Deadline 28 May 2010

Triangle GH, Logistic Coordinator.

Job Description – Logistic Coordinator

Timor Leste

Funding: CDM via USAID Fund

Function: Logistic Coordinator

Duration: 6 month

Status: Volunteer or salaried depending on the experience. For further information and an application form visit www.trianglegh.org

Conditions: Monthly local per diem 420 €, social benefits, lodging and international transport and local within the mission scale.

Mission

 

Triangle Génération Humanitaire is an International Aid Organization created in 1994. It has initiated numerous programs in various countries and in doing so, has provided direct or indirect support to several hundreds of thousand persons. Its interventions are characterized by a global approach to humanitarian aid, combining Emergency and Development. The Association is a mainspring of projects which it elaborates with national partners by identifying and mobilizing local resources and competences.

Triangle is present in East Timor since 2004. In 2009 we have for objectives to:

• Support to the victims of the crisis affecting East Timor through intercommunity conflicts reduction

Project in the area of Becora in Dili

• Improve access to drinking water for rural population of Manatuto and Oecusse districts.

Through DWASH project

Position

PURCHASE:

-          Supervise the international tender

-          Supervise the operational and structural departments procurement needs.

-          Ensure the respect of the purchase process

-           Supervise the monthly follow up for purchases.

-          Supervise the filling of the procurement documents

-          Supervise the update of prices through the catalogue

-          Responsible for any relation with CDM ( the contractor)

 ADMINISTRATION :

-          Control the accounting data on the logistic documents

-          Establish the logistic activities financial needs

COMMUNICATION :

-          Control the communication process of the mission

-          Set up and update the internal and external communication list

-          In charge of the satellite communication means.

IMMOBILIZATIONS :

-          Control equipment on all bases and projects

-          In charge of the inventory and its communication

-          In charge of final inventory for donors end of project

-          In charge of the fleet management

REPORTS :

-          Participate to the internal communication report for the logistic department

-          Participate to the donor report for the logistic part

-          Set up and follow a regular logistic reporting system between the  bases and the capital

-          Represent the INGO in specific logistic meetings or clusters.

HUMAN RESSOURCES:

-          Define the needs of the logistic team and the appropriate organisation

-          Write the job description of the logistic team members

-          Organise the recruitment of the logistic department

-          Train the logistic team members to the tools and the process

-          To manage the Dili logistic team

-          To be a support to the bases logistic district coordinator and logistician

-          Organise and follow the holidays for the logistic staff

-          In charge of the regular evaluation of the staff 

SECURITY :

-          Participate to the security plan update for all bases

-          To check the application of the security rules

-          Ensure that the material link to security is present and working

-          Participate to the decision regarding the security of all bases in collaboration with the end of mission

-          Ensure that the INGO visibility on all the mission, bases, vehicles and staff

-          Ensure that the process link to the watching and the communication are applied.

STOCK :

-          Ensure the application of the stock process on all bases

-          Supervise the bases fuel consumption (vehicles and generator)

-          Ensure the order of all mission fuel

-          Supervise the final inventory for all stock at the end of a program

TRANSPORT :

-          Supervise the fleet management

-          Supervise the control of the vehicles movement

-          Supervise the expeditions (check all documents are correct)

-          Supervise the correct organisation of transport ( international and custom)

REQUIREMENTS:

-          Experience and good knowledge of the humanitarian field (functioning of NGOs, donors such as ECHO)

-          Good technical knowledge linked to logistic.

-          Mastering the communication tools (HF, VHF, satellite phones and modems)

-          Mastering the various computer tools such as Excel, Word, Power Point, etc

-          Competencies and significant experience (at least 1 year) in logistic area

-          Ability to write up reports (excellent and treated written knowledge in English and is possible French) and concern for good documents appearance,

-          Ability to set training (knowledge/competencies transfer),

TEAM:

10 expatiates (1 head of mission, 1 program coordinator , 1 administrative coordinator , 1 logistic coordinator, 2 district coordinator, 2 civil engineer,  1 purchaser, 1 psychosocial manager )

34 national employees

Triangle GH, District Coordinator.

District Coordinator - Job description

Funding: CDM via USAID Fund

Function: District coordinator

Duration: 6 month

Status: Volunteer or salaried depending on the experience. For further information and an application form visit www.trianglegh.org

Conditions: Monthly local per diem 420 €, social benefits, lodging and international transport and local within the mission scale.

Mission

Triangle Génération Humanitaire is an International Aid Organization created in 1994. It has initiated numerous programs in various countries and in doing so, has provided direct or indirect support to several hundreds of thousand persons. Its interventions are characterized by a global approach to humanitarian aid, combining Emergency and Development. The Association is a mainspring of projects which it elaborates with national partners by identifying and mobilizing local resources and competences.

Triangle is present in East Timor since 2004. In 2009 we have for objectives to:

• Support to the victims of the crisis affecting East Timor through intercommunity conflicts reduction. Project in the area of Becora in Dili
• Improve access to drinking water for rural population of Manatuto and Oecusse districts. Through DWASH project

Position

1. Objective

Within the DWASH program (USAID-GoTL), manage and coordinate the water sector activities at district level and ensure geographical coordination with the other sectors (NRM, sanitation and hygiene).

2. Responsibilities

Under the direct authority of the Program Coordinator and the Head of Mission, the District Coordinator supervises the good implementation of the program and is responsible for the achievement of the program objectives at district level. In particular his/her main responsibilities are to:

·         Represent TGH at district level.

·         Manage the program at district level (budget management, HR management, material supply and warehouses management, water activities: community engagement process, rehabilitation/construction of water systems, etc.)

·         Plan, monitor, review the water activities and report on work progress

·         Manage TGH district team: technical (engineer, supervisor) and logistics (logistician, storekeepers).

·         Manage the coordination of the different stakeholders of the program: TGH team, local NGOs team, community-based water committees, local authorities and other DWASH partners. Especially is in direct collaboration with the local NGOs counterparts.

·         Ensure that the program is a community-based program (community engagement process), that community participation is enhanced in all the steps, and that community water groups are set up and trained to keep on the operation and maintenance of the water systems after completion of the works

·         Encourage gender aspects throughout the program

·         Ensure that TGH rules and regulations are enforced on site

3. Main tasks

General management, planning and reporting

·         Develop and regularly update a comprehensive activities plan (including financial, logistic and time constraints)

·         Chair weekly meeting with DWASH water grant NGOs’ coordinators to review and plan the water activities

·         Chair weekly meetings to ensure geographical coordination between all DWASH sector NGOs at cluster level

·         Maintain weekly communication with DWASH Technical Advisor to report on general coordination issues and relationships with local governmental water authorities (SAS).

·         Assess the gaps and skills of the water grant NGOs and develop capacity building plan accordingly together with the NGOs and TGH team.

·         Participate to the setting up and review of water NGO financial budgets

·         Validate the written documents produced by the water grant NGOs

·         Ensure reporting of activities: weekly/monthly report to TGH Program Coordinator

·         Ensure coordination with TGH support sections at Dili level:

o        Program Coordinator for general program coordination

o        Dili Logistic team for logistic issues

o        Dili administrator for human resources, administration and financial aspects

o        Head of Mission for security issues

·         Inform TGH Program Coordinator of any occurred or potential dysfunctions that could impact negatively on the program

Team management

·         Draft and update the job descriptions of TGH national operational team,

·         Is responsible for the recruitment of the national operational staff

·         Carry out regular evaluations of TGH district national team

·         Supervise the district team: TGH district Engineer, TGH operational staffs, district logistician

·         Train and support TGH national team and DWASH water grant NGOs on the Community Engagement Process

·         Ensure safety and appropriate living and working conditions on all site operations and main district base

Operational activities

·         Participate to the selection of DWASH intervention area

·         Supervise the whole implementation of the water activities, in close collaboration with TGH district engineer: Community Engagement process, Technical assessment and Engineering Proposition, Reception and storage of materials, setting up and strengthening of Community water groups and implementation of rehabilitation/construction works.

·         Support the TGH district engineer:

o        Supervise technical choices (designs and types of materials)

o        Review technical documents

o        Review the operational procurements planning

o        Participate to the technical data collection and/or analysis; monitoring of work progress

·         Conduct regular site visits to check the work progress, the quality of the construction of the water infrastructures and the respect of TGH rules and regulations on site operations

·         Ensure that the activities carried out by DWASH water grant NGOs follow TGH directions

Logistics, budget

·         Validate any procurements

·         Follow up TGH budget lines and forecast expenses

·         Ensure proper communication flow between the district logistician, the Dili logistics team and the district operational team

·         Ensure the logistics processes (procurements, stock management) are respected at district level.

Security

·         Coordinate with TGH Head of Mission to ensure a secure working and living environment to TGH district staffs

·         Set up and update emergency kits and procedures

TEAM:

10 expatiates (1 head of mission, 1 program coordinator , 1 administrative coordinator , 1 logistic coordinator, 2 district coordinator, 2 civil engineer,  1 purchaser, 1 psychosocial manager )

34 national employees

Triangle GH, Senior Water Engineer.

Senior Water Engineer – Job description

Funding: CDM via USAID Fund

Function: Watsan engineer

Duration: 6 month

Status: Volunteer or salaried depending on the experience. For further information and an application form visit www.trianglegh.org

Conditions: Monthly local per diem 420 €, social benefits, lodging and international transport and local within the mission scale.

 

Mission

Triangle Génération Humanitaire is an International Aid Organization created in 1994. It has initiated numerous programs in various countries and in doing so, has provided direct or indirect support to several hundreds of thousand persons. Its interventions are characterized by a global approach to humanitarian aid, combining Emergency and Development. The Association is a mainspring of projects which it elaborates with national partners by identifying and mobilizing local resources and competences.

Triangle is present in East Timor since 2004. In 2009 we have for objectives to:

• Support to the victims of the crisis affecting East Timor through intercommunity conflicts reduction Project in the area of Becora in Dili
• Improve access to drinking water for rural population of Manatuto and Oecusse districts. Through DWASH project

 

Position

1. Objective

Within the DWASH program, design and manage the rehabilitation/construction works of rural water supply systems and enhance the capacity of the civil society to maintain those systems.

2. Responsibilities :

Under the direct supervision of the district coordinator, the senior water engineer supervises the good implementation of the technical activities and in particular is responsible to:

·         Manage the technical studies and the implementation works in several sites at the same time (4-8 systems)

·         Manage TGH technical team

·         Coordinate the national NGOs technical teams

·         Enhance the technical capacities of the national NGOs in water systems analysis, designs and construction/rehabilitation of water networks and infrastructures

·         Enhance the capacity of the communities to carry out operation and maintenance on their water system

·         Produce technical documentations

·         Provide all the necessary technical inputs

·         Participate to the setting up of the activity planning and be responsible of making it followed

·         Comply with DWASH policy, Timor-Leste guidelines and TGH best practices throughout the whole technical process (from technical analysis via designs to implementation)

·         Respect TGH logistic and procurement procedures

3. Main tasks

·         Lead, coach and supervise TGH Manatuto district technical team

·         Conduct weekly meetings with TGH Manatuto district team and the national NGOs technical team

·         Maintain a transparent, honest and supportive communication flow with TGH team, DWASH water local NGOs and the communities especially

·         Participate to the development and update of the district water activity plan by providing technical inputs

·         Stand in for the district coordinator when required

·         Inform the district Coordinator of any occurred or potential dysfunctions that could impact negatively on the program

·         Lead the technical assessment:

o        Organize the data collection, including especially: topography, sketch map of the existing line, assessment of the existing water infrastructures, water quality tests, door-to-door interviews

o        Supervise or conduct the technical analysis (depending on the skills of TGH and DWASH grant NGOs counterparts)

·         Lead the engineering surveys and propositions:

o        Design the entire water supply scheme (water catchments, transmission, distribution, infrastructures and drainage) taking into account the social and cultural environment to ensure the sustainability

o        Draw the bills of quantities with technical specifications, including tools and rehabilitation/construction works, set up a purchase planning and prepare the requisitions following TGH purchase process

o        Produce technical documents (ex: design packages, DWASH baseline and end-line surveys, Environmental impact assessment)

·         Supervise the implementation of the rehabilitation/construction works:

o        Organize and manage the building sites

o        Follow up the work progress

o        Ensure that the water community groups are involved in the planning, and implementation of the water activities

o        Conduct regular site visits to check (and channel again if necessary) the work progress, the quality of the construction of the water infrastructures and the respect of TGH rules and regulations on site operations

o        Follow up the in/out of stock for materials and update the purchase requests

Capacity building - Training

·         Conduct technical capacity building activities for DWASH water local NGOs (depending on TGH national capacities) and TGH technical team

·         Ensure/Supervise the capacity building provided by water local NGOs to the GMFs (community based water committee)

This list is not exhaustive.

4.      Requirement:

·         At least 1 year of experience in multi cultural environments

·         Proven skills in water gravity fed systems

·         Proven skills in civil engineering (water infrastructures construction)

·         Good communication skills, proven skills in multi cultural teams management

·         Good physical condition (field work in the Timorese mountains)

·         Proficient English compulsory, Tetum is an asset

TEAM:

10 expatiates (1 head of mission, 1 program coordinator , 1 administrative coordinator , 1 logistic coordinator, 2 district coordinator, 2 civil engineer,  1 purchaser, 1 psychosocial manager )

34 national employees