Administration Coordinator Timor-Leste

DT Global•Ottawa, ON

9d•Onsite

About The Position

Pacific Australia Skills is a significant Australian investment aimed at supporting social and economic growth in the region by strengthening the skills and training sector across the Pacific and Timor-Leste. This program builds on 17 years of Australian Government support for skills and training in the Pacific. DT Global Asia Pacific is a leading implementing partner dedicated to positively impacting people’s lives through delivery excellence, co-creating locally led solutions with governments, communities, and stakeholders. With over 1,500 staff and more than 60 years of development experience, DT Global tackles complex challenges with innovative thinking and a commitment to long-term impact. The Administration Coordinator will play a key role in supporting the Pacific Australia Skills program in Timor-Leste, focusing on procurement, asset and facilities management, logistics, and general administration.

Requirements

Relevant tertiary qualifications, and experience in a similar role within an international development context.
Demonstrated proficiency in administration, experience working productively as part of a small team, and ability to implement efficient processes and practices under direction and in line with organisational systems and requirements.
Demonstrated skills and knowledge of Australian Aid development operations and procurement processes, and in the use of MS Office programs and business operating systems to a high level.
Excellent written and verbal skills in English and Tetun, and highly developed interpersonal communication skills.
Excellent organisational skills, with proven ability to establish priorities, exercise independence and judgement in the performance of work, organise high volume workloads and address challenges with creative solutions to achieve objectives within a complex environment.
Understanding of and commitment to Gender Equality, Disability and Social Inclusion (GEDSI), Child Protection, Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH), prevention of human trafficking, environmental protection, anti-corruption and other DFAT safeguarding policies.

Nice To Haves

Experience working within an educational organisation, preferably TVET.
Working knowledge of Portuguese.

Responsibilities

Coordinate end-to-end procurement activities for operational goods and services, including preparation of RFQs, tender documentation, evaluation selection, and contract administration.
Ensure timely submissions in compliance with DFAT Commonwealth Procurement Guidelines and DT Global internal policies, whilst demonstrating value for money.
Maintain a procurement tracker, provide regular updates on procurement status and support the establishment of preferred supplier agreements.
Provide procurement guidance and support to the country team.
Assist the country Operations Manager with ongoing office set up, maintenance of the office asset register, including asset tagging, condition assessments and inventory reconciliation, and oversight of asset movements, transfers, disposals, and handovers in line with program policies and donor requirements.
Ensure asset documentation is complete, accurate, and stored appropriately for audit purposes and conduct periodic physical verification and audits of assets.
Coordinate with local vendors on service and maintenance of Pacific Australia Skills assets, equipment and facilities.
Liaise with stakeholders and contractors for approved office upgrades/renovations, equipment installations and repairs or as otherwise as directed by the Operations Manager.
Ensure all technical documentation and works undertaken comply with Workplace Health & Safety and building regulatory requirements.
Oversee day to day Pacific Australia Skills fleet management, ensure statutory compliance and manage vehicle booking system.
Support logistics arrangements for the procurement and distribution of goods and services across Timor-Leste.
Liaise with freight providers, customs agents, and vendors to ensure timely delivery and clearance of goods.
Assist with contract administration and filing, including service agreements and leases.
Comply with finance and associated administration procedures and assist with procedural reviews as needed.
Maintain operational trackers and observe established protocols for an organized filing and record-keeping system on SharePoint.
Provide a high level of customer service for Pacific Australia Skills both internally and externally including support to ICT provision and HR processes of recruitment, onboarding, and leave tracking.
Provide support for organizing travel and accommodation for staff, consultants and visitors, and allowances for municipality-based participants of approved activities.
Oversee office supplies purchasing and inventory management.
Provide administration support to training course delivery, including with learner registration, student services and data entry.
Support event planning and coordination (consultations, meetings, workshops, training activities, functions).
Explore opportunities for process improvement and support staff to implement systems and procedures, ensuring high standards of professional practice, and compliance with Pacific Australia Skills quality system or as directed by the Regional Operations team.
Comply with Pacific Australia Skills Code of Conduct, report OHS incidents and arrange first aid treatment when necessary.
As a member of the Pacific Australia Skills team, contribute to integration of Inclusion, First Nations perspectives, environmental considerations and other cross-cutting themes.
Participate in the Annual Performance Plan process.
Other tasks and duties as required to ensure the smooth and effective delivery of Pacific Australia Skills in Timor-Leste.