Job Title                   : Administration Assistant  

Location                   : Dili, Timor Leste


The Timor Leste Reinforce Basic Health Service Project (TL Reinforce) is seeking application for the following vacancy:        


Position:  “Administration Assistant”

  • Serve as receptionist for Dili Office, including answering the office phone, greeting/in-take of visitors and maintenance of staff attendance log
  • Maintain calendar for Chief of Party
  • Coordinate staff meetings and other types of office meetings/activities (including arranging refreshments, preparation/notification/invitation to participants, draft minutes, ensure completion of participants lists, and other logistics as needed)
  • Ensure that Chief of Party and F&A Manager instructions are passed on to the concerned staff
  • Manage written/hard copy correspondence for Chief of Party and F&A Manager, as necessary
  • Ensure all incoming mail is logged, properly distributed, and promptly brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time
  • Establish file systems and maintain the project technical files for Chief of Party
  • Track and monitor the flow of documents to meet deadlines
  • Collect, compile and analyze relevant information and data related to the office to produce routine and/or ad hoc statistics/reports as directed
  • Assist Dili Administration Officer with general administrative duties within the Dili Office
  • Assist the Dili Administration Officer in making local and/or international travel and hotel arrangements for travelers
  • Assist the Dili Administration Officer with procurement, inventory control and Store Room functions. This includes the accountability for, and maintenance of, adequate stationery supplies at levels authorized by the F&A Manager
  • Assist the Dili Administration Officer in the upkeep and management of Dili office and any required repairs or maintenance.
  • Travel to Districts as required by Dili Administration Officer or F&A Manager to perform district office inspections
  • Travel to Districts as requested and authorized by Dili Administration Officer to assist in general administrative tasks associated with the organization of large workshops /meetings / training / seminars and other such large activities organized and managed by JSI.



  • College diploma or equivalent.
  • At least two years’ experience in general office and/or project administration.
  • Proficient in use of MS Word, Excel, Outlook and PowerPoint applications.
  • Competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
  • Demonstrated ability to manage multiple tasks concurrently; excellent time management, organizational, and reporting skills.
  • Ability to successfully participate on teams that respond and meets the challenge of working together in a fast-paced work environment.
  • Ability to respond to and meet the challenges of working together in a fast-paced work setting with technical staff.
  • Excellent interpersonal skills and demonstrated ability to interact professionally with staff, partners and consultants.
  • Excellent organizational, oral and written communication skills.
  • English and Tetun fluency required with advanced professional proficiency in Indonesian and Portuguese.
  • Minimum 4 year’s experiences of working for a USAID funded project.




If you would like to apply for above positions please email your cover letter and detailed CV in English to quoting “AA” for Administration Assistant or deliver it to TL Reinforce c/o Rua 30 de Augusto, Municipio de Dili Timor Leste (Close to CCT Clinic Lecidere).


The closing date for applications is February 20, 2016. Only shortlisted candidates will be contacted.