HEALTH ALLIANCE INTERNATIONAL – Senior Administration Manager – CD 26 de Fevereiro de 2016

Health Alliance International, Dili, Timor-Leste Office

Health Alliance International, Dili, Timor-Leste Office


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.
Responsibilities include:
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

Human Resources

 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
 Stock management
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


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