Reports to: Country Director – Timor-Leste
Location: Dili, Timor-Leste
Since 2004, Health Alliance International (HAI) has been working with the government of Timor-Leste to implement programs to strengthen health services. The overarching goal of the program is to improve health and reduce mortality and morbidity for mothers and their infants in Timor-Leste.
The Senior Administration Manager is responsible for overseeing and managing all HAI’s administrative systems and activities including: human resource management, logistics, fleet management, procurement, and assets management. Reporting to the Country Director the Senior Administration Manager will work with his/her team to ensure that all administrative systems comply with HAI HQ policies and procedures.
Management and Administration
Organize office operations and procedures and assure smooth operation of program office
Ensure that HAI policies are kept up to date, are translated, and circulated to HAI TL team.
Liaise with other agencies and organization as needed
Ensure administrative and logistical support for program staff and consultants
Oversee office repairs, maintenance and security
Control and maintain official HAI correspondence files
Provide or coordinate IT support for HAI computers
Liaise with MoH on administrative issues as needed
Liaison with the Head Office in Seattle USA
Ensure that HAI team is informed of security issues in a timely way, and that the security plan is functioning
Ensure that HAI governance structure (e.g. MoUs, registrations etc.) is up to date and inform the Country Director of any updates that need to occur.
Assist with translation of relevant documents as required
Timesheet management: Assure timesheets are accurately completed in a timely fashion and work with specific Managers to address problems; Assure timesheets are stored on HAI server; update staff annual leave report and send to HQ office
Work with respective Managers to assure that annual appraisals are completed in a timely fashion and securely store in HAI personnel file
Supervise and coach the Admin Assistant to oversee HAI custodian including: management of timesheets, and annual appraisals.
Supervise and coach the Admin Assistant–Logistics to oversee the driving team including: management of timesheets, and annual appraisals
Initiate and coordinate new staff recruitment process including, posting the position, candidate short-listing, interviewing and hiring.
Ensure that HAI personnel policies and procedures, as outlined in the policy and procedures manual, are properly implemented
Maintain up-to-date organizational chart and distribute to staff in including HQ office
Review and update personnel policies and procedures in coordination with HQ office
Keep personnel accident insurance policies up to date.
Procurement and management of stock
Evaluate, and authorize procurement requests according to authorization limits
Organize assets procurement process regarding importing, tax exemption, customs clearance, etc.
Oversee Administration Assistants in the following tasks:
Sourcing quotations for procurement in accordance with HAI’s procurement policies
Procurement of needed materials according to HAI policies
Driver and Fleet Management – Supervise and coach the Admin Assistant-Logistics with:
Providing leadership and supervision to HAI’s team of drivers
Hold regular driver team meetings
Regularly communicate with Country Director on logistical bottlenecks.
Oversee maintenance, repair and scheduling of project vehicles and re-registration of vehicles and renewal of insurance for vehicles
If you are interested in being considered for this position, please submit your CV with a brief cover letter by Friday, 26 February 2016 to Health Alliance International – Timor Leste Office at Rua Marconi – Dili or call 3322608 for more information.
Please click this link to download this job advertisement in PDF File –> HAI – Senior Admin Manager