Title: Program Assistant – 1 position
Program: Community Policing Support Program (CPSP)
Reports to: CPSP Team Leader and CPSP Program Coordinator
Unit: Timor-Leste Office
Work Location: Dili, with occasional travel to all municipalities
Contract Duration: 2 Months (1 February – 31 March 2016) with possibility of extension for up to three years based on program funding approval
SUMMARY OF POSITION RESPONSIBILITIES
The Program Assistant will support the Community Policing Support Program (CPSP) management team in Dili, in all logistical, administrative, and financial aspects of program activities and grants management of the Foundation’s HAKOHAK Program, including activities with the PNTL and partners in the government, NGOs and international donors.
The Program Assistant will develop and maintain a highly organized filing system for all program documents for both hard-copy and electronic filing. The Program Assistant will maintain checklists for following up on all program administrative processes.
The Program Assistant will be proactive in anticipating program needs and offering support to all members of the team to ensure smooth implementation of program management and activities.
When needed, the POMnE will represent the program in liaising with the representatives of the National Police of Timor-Leste (PNTL), Government representatives, Municipal and Sub-Municipal Administration, civil society representatives and other stakeholders to ensure the leadership by state actors of community policing activities.
BACKGROUND TO THE PROGRAM
The new CPSP, beginning in January 2016, consolidates accomplishments in community-oriented policing policy and practice achieved during the course of the previous Conflict Mitigation through Community Oriented Policing (CMCOP) programs, branded in Tetun as HAKOHAK (Hametin Kooperasaun Hamutuk Polisia no Komunidade) (2009 – 2015) and its partner program, the Timor-Leste Community Policing Program (TLCPP) implemented by the New Zealand Police. The new CPSP program supports a sustainable and locally-relevant model of community policing and its absorption by the Timorese State to become the full responsibility of PNTL and relevant ministries. It aims to ensure viable sustainability through integration with local governance structures. Another key focus is on the development and integration of effective crime prevention, and improving response approaches to common issues including domestic violence that are consistent with the law. Following best practice, TAF will commission and carry out research that generates an evidence base to inform policy development.
Internal Foundation Contacts
CPSP Team Leader, Program Coordinator and team, Program, finance, and administrative staff in the Foundation’s Timor-Leste office on a regular basis; Foundation offices in San Francisco headquarters, Washington DC, and other field offices in Asia on an occasional basis.
Timorese partner institutions and organizations, including civil society organizations and implementing parterns and contractors, representatives of the National Police of Timor-Leste (PNTL), Sub-station Commanders, Municipal and Sub-Municipal Administration, suco councils and government agencies; New Zealand Ministry of Foreign Affairs and Trade (MFAT), New Zealand Police and other stakeholders working on conflict prevention and police development.
JOB FUNCTIONS AND RESPONSIBILITIES
- Provide administrative and logistical support to the HAKOHAK Program, including assisting the program in managing grantees and other HAKOHAK program activities.
- Lead the development of a clear and organized filing system for all program and personnel files. Lead in organizing program files, including electronic files.
- Manage printing, storage and distribution of program publications. Monitor quantities of publications and prepare requests for printing additional copies when stocks are low.
- Maintain checklists for following up on all program administrative processes.
- Anticipate program needs and offer support to all members of the team to ensure smooth implementation of program management and activities.
- Assist in drafting ToRs, budgets and procurment requests.
- Assist in preparation of reports, updates, and other briefings to the Foundation’s Headquarters, USAID, and other donors.
- Maintain good working relations with Foundation partners.
- Assist Senior Program Officers, Program Officers and Municipal Officers with program administration and processing of request to The Asia Foundation’s Operations, Finance and Administration Units.
- Assist in monitoring and evaluating activities and programs.
- Liaise with the Administration Unit for logistical arrangements for meetings, seminars and workshops organized by The Asia Foundation HAKOHAK, including venue and catering arrangements.
- Assist the program in developing activity budgets, requesting advances and in financial reporting.
- Assist with communication to partners and stakeholders.
- Assist in collecting reports and calendar of planned activities from The Asia Foundation HAKOHAK partners for donor reporting.
- Collect news / press releases related to The Asia Foundation HAKOHAK Program Activities for donor reporting.
- Assist with preparation of program documentatoin and reporting as required.
- Comply with relevant donor and TAF grant regulations and procedures.
- Other duties as assigned.
All applicants are required to meet the following criteria:
- Demonstrated experience and skills in office administration, including workplanning, filing, archiving, program financial administration, budgeting, and program support.
- Professional experience with a/n national or international NGO preferred;
- Knowledge of and experience with Timor-Leste government ministries and agencies, and NGOs.
- Understanding of international or government funding agencies.
- Ability to draft letters and formal documentation with appropriate language and branding.
- Knowledge of and ability to navigate PNTL heirarchy and protocols a distinct advantage.
- Demonstrated interest in community security sector in Timor-Leste.
- Advanced Diploma or equivalent in relevant discipline..
- Strong verbal and written communication skills in English and Tetum; Indonesian and Portuguese desirable.
- Excellent interpersonal skills.
- Superb organizational abilities.
- Ability to function effectively and flexibly in a fast-changing work environment
- Interest, academic work, or work experience related to Timor-Leste’s political, legal, and economic development preferred.
- Ability to take meeting minute notes.
- A personal commitment to promoting gender equality and child protection and to modelling personal behaviours consistent with the program focus.
- A willingness to pro-actively identify ways in which the program can better reach disadvantaged or marginalised groups, particularly women and people with disabilities.
- A commitment to working respectfully and collaboratively with individuals and organisations at a range of levels.
- A commitment to working in a multi-disciplinary team with a strong focus on research, evaluation, learning, and networking.
- Experience in publication to online and print media of success stories in English and Tetun.
- Ability to communicate orally and in writing in English and Tetun.
- Willingness to travel to districts on a regular basis.
The Asia Foundation strongly encourages women to apply. The position is open for Timorese nationals only.
All applications must include a cover letter, an updated CV and must address the selection criteria. Please include three contactable referees. They must be addressed to Odete Laranjinha Pinto – HR Officer, and delivered by hand to the Asia Foundation’s office at Rua Praia dos Coqueiros, Bairo Metin Rua, Dili, Timor-Leste OR via email email@example.com before or by Wednesday, 16 December 2015 at 05.00 PM,
Only short-listed candidates will be contacted for the interview