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RECEPTIONIST AND ADMINISTRATIVE ASSISTANT
Division: Timor Leste Resident Mission (TLRM)
Office: Dili
Category: Contractual Staff
Equivalent Level: AS4
Closing Date: 27 October 2023 at 5pm.
1. JOB PURPOSE
The Reception and Admin Assistant will perform full
secretarial duties for Timor Leste Resident Mission (TLRM) and help coordinate
administrative activities for the assigned unit. The incumbent will report to
designated International Staff and Senior Finance & Administration Officer.
2. EXPECTED OUTCOMES
Mission Support
Provides assistance to incoming missions in setting up and
following up appointments, meetings and travel arrangements and person as liaison
person with counterparts, if needed.
Calendar/Travel
Ensures the effective coordination of staff, missions
schedules by maintaining their diaries and arranging appointments, meetings,
travel and accommodation as specified by the supervisors and in accordance with
ADB procedures.
Office Administration
• Provides administrative assistance to national and
International Staff which includes preparation of correspondences and documents
and efficient reception services.
• Provides efficient administrative services by screening
incoming telephone calls, taking accurate messages, dealing with queries from
callers and visitors, establishing the nature and priority of requirements of
unexpected visitors to ensure that they are routed in a timely manner to the concerned
staff.
• Ensures the effective coordination of supervisor's
schedule by maintaining diaries and arranging appointments, meetings, travel
and accommodation as specified by the supervisors and in accordance with ADB
procedures.
• Ensures the office SharePoint filing systems and records
are properly maintained and updated in accordance with an existing framework
for easy retrieval.
• Performs certain standard activities such as maintaining
adequate stocks of office supplies as required.
• Relieves other Operations Assistants when they are absent,
as required.
• Handle leave management system: monitor staff attendance,
monitor contractual service responsibilities.
• Monitor the activities of drivers, cleaners, gardener,
security guards and the maintenance of TLRM compound.
• Handle day-to-day operations of petty cash fund of TLRM.
• Act as e-trip focal in TLRM for coordinating technical
problems; and verify travel request authorization (TRA), request for
reimbursement of business travel (RRBT) for TLRM staff.
• Assist Finance and Admin unit in procurement process such
as obtain three quotations for goods and services.
• Act as an alternate for Requestor to create the
requisition in e-procurement system.
Mail/Written Communication/Follow-up
Ensures that all correspondence and documents for office are
properly typed, prepared, submitted on time and in compliance with ADB's
standards.
Ensures all the incoming mails are logged, properly
distributed and brought to the attention of concerned staff, and that all
outgoing mails/faxes are delivered on time.
Oral Communications/Internal & External Contacts
Provides efficient reception services by proper screening of
incoming telephone calls, taking accurate messages, dealing with queries from
internal/external callers to ensure they are referred in a timely manner to
concerned staff.
Others
Performs any other duties as may be required.
3. EDUCATION REQUIREMENTS
• Bachelor’s degree
4. RELEVANT EXPERIENCE
• 5 years’ experience in a private or public organization
prior to joining ADB.
• Good typing skills.
• Good computer skills.
• Familiarity with computer systems used generally in
multilateral organizations and any financial applications system experience
will be an advantage.
• Ability to work with individuals from different
cultural/national backgrounds.
• Good interpersonal and communication skills.
• Ability to manage priorities and workload
Within general schedule of work, instructions
and standardized practices.
• Ability to work with minimum supervision and maintain
composure under pressure.
• Effective written and communication skills in English.
5. CORE COMPETENCIES
Application of Technical Knowledge and Skills
• Deals with routine queries and correspondence in
accordance with procedures.
• Proactively seeks relevant development opportunities and
submits for approval.
• Produces summaries and frameworks by collecting and
analyzing diverse information.
Client Orientation
• Adjusts style and approach to respect and serve different
clients.
• Conveys messages by asking questions and using different
approaches.
• Identifies when a client issue requires escalation.
• Responds to clients without prompts or reminders from
senior colleagues.
Achieving Results and Problem Solving
• Proposes solutions to minimize delays and setbacks in
completing work.
• Reviews all task objectives and achieves core
deliverables.
• Uses time management and organizational skills to promptly
complete work to the required standard.
• Delivers beyond the stated task objectives
Working Together
• Consistently works effectively with individuals of
different views, culture, nationality, gender and age.
• Consistently seeks assistance when requirements are
unclear.
• Provides timely updates on relevant information.
• Freely shares and seeks useful knowledge and to complete
work.
Communication and Knowledge Sharing
• Uses effective written and oral communication in preparing
documents, presentations and interactions.
• Asks questions to understand how to follow up on feedback.
• Locates relevant information to expedite workflow.
Innovation and Change
• Adopts new policies, systems and processes in a timely fashion.
• Shares ideas for how work can be completed more
effectively.
6. REPORTING RELATIONSHIPS
• Supervisor: Designated International Staff and senior
National Staff
Please address your application to:
Country Director
Timor-Leste Resident Mission
Asian Development
Bank-ADB
Rua Cabo Verde,
No.16, Posto Administrativo Vera Cruz,
Suco Motael.
Dili, Timor-Leste
Email: amarcal@adb.org and emenezes@adb.org
Telp: 330-6200
Thank You,
Eurosia Menezes
ADB-TLRM
#FAHEHOITA #FAHETUTAN
