Job Vacancy: Peace Corps General Service Assistant (GSA)

 

Vacancy Announcement

Date:                           March 29, 2018

Closing Date:              Open until filled

Position Title:               General Services Assistant

Salary:                         Developmental level starting at $9,869 annually plus benefits

Full performance level starting at $12,968 annually plus benefits

The United States Peace Corps program in Timor-Leste seeks a qualified and motivated candidate for the following full-time position:

General Services Assistant

The United States Peace Corps is a non-political, non-religious organization that brings American Volunteers to Timor-Leste in cooperation with the Government of Timor-Leste. Volunteers are assigned to Munisipios to work with communities on various development projects. The Peace Corps is a United States Government agency founded by President John F. Kennedy in 1961.  General information about Peace Corps can be found on www.peacecorps.gov.

The General Services Assistant (GSA) will work as a member of the Director of Management and Operation’s (DMO) Administrative Unit under the direct supervision of the General Services Manager (GSM).

Major Responsibilities include, but are not limited to:

Administrative and Logistical Support

•              Work with General Services Manager to obtain bids/quotes for procurement of supplies, equipment, and services as needed and makes payments to vendors.

•              Purchases equipment, parts, and supplies to affect all repairs/maintenance.

•              Identifies service providers and serves as point of contact for contract execution as needed.

•              Accountable for accurate inventory of Peace Corps properties including assign barcodes for assets, assets scanning, conduct annual inventory checks of all properties and update inventory system and maintains related records. Follows guidelines for asset disposal.

•              Identifies excess property and recommends the best method of disposal.  Works closely with the Embassy General Services unit to ensure Peace Corps participation in auctions in compliance with Peace Corps Manual section.

•              Coordinates property transfer between Peace Corps Posts and other US Government agencies.

•              Maintains inventory of Peace Corps office supplies and cleaning supplies and initiates procurement to replenish stock as necessary.

•              Responds to staff requests for supplies and equipment. 

•              Maintains accurate records of all supplies and equipment to support Peace Corps operations.

•              Maintains vendor database for various services and goods suppliers and proactively seeks out new vendors.

•              Monitors services contracts database.

•              Organizes motor vehicle registration and annual inspections at Ministry of Transportation for Peace Corps and staff vehicles and related driving permits/licenses.

•              Organizes motor vehicle annual insurance coverage renewal.

•              Assists GSM to facilitate incoming and outgoing shipments, mail and custom clearances.

•              Ensures good records for motor vehicle use, such as vehicle logbooks and fuel and maintenance records.

•              Assists in scheduling and monitoring the motor pool.

•              Maintains GS files.

•              Performs medical supplies inventory control clerk duties: maintains Medication Inventory System, takes part in quarterly physical pill count, prepares and submit required reports. 

•              Maintains Office facilities and residences including regular checks/walkthroughs to ensure facilities are in good condition and to identify risks.

•              Coordinates and performs facilities maintenance of Peace Corps office, staff residences, and Peace Corps Volunteer independent houses.

•              Coordinates with other General Services staff to maintain vehicles and office equipment in excellent condition.

•              Ensures that office storage space is organized, secured and well maintained.

•              Works with other units to manage logistics for Peace Corps events, such as trainings.

Safety and Security

•              Performs upgrades to Peace Corps Volunteer houses such as installing door locks and adding mesh wire and timber bars to windows.

•              Maintains regular maintenance for fire extinguishers, smoke detectors, and fire alarms to ensure they are functioning.

•              Operates Peace Corps motor vehicles safely at all times. 

Driving

•              Utilizes safe, courteous, and attentive driving skills to transport staffs, Volunteers, and equipment to various locations throughout Timor-Leste.

•              Serves as Duty Driver on a rotational basis as required.

•              Will also be rostered on a shuttle service once a month on Sundays.

Other Duties

•              Serves as back-up GSM when GSM is not available or on leave.

•              Provides physical labor assistance when requested.

•              Performs other duties as assigned by DMO and GSM.

Skills that facilitate the job:

·         Ability to work with minimum supervision and under pressure.

·         Excellent attention to detail.

·         Pro-active attitude and flexibility to work after hours as needed

·         Willingness to work at least one Sunday a month and to serve as on-call duty driver one week each month.

·         Proficiency with various hand tools and power tools.

·         General office repair and maintenance.

·         Excellent logistics coordination and management.

·         Polite manners, professionalism and sense of discretion under all circumstances.

·         Ability and willingness to follow directions and training from supervisors.

·         Strict adherence to all US Government and Peace Corps vehicle policies and regulations.

·         Good health and fitness as it relates to physical labor, quick reflexes and alertness in performing duties.

·         Experience working in a cross-cultural setting as part of a multicultural team.

Required Qualifications

• High school graduation required
• At least one year of general office experience required
• Fluency in Tetum required.
• Professional working knowledge of English required. 
• Professional driving experience with 4wd manual-transmission vehicles and a valid B1 driving license are required

·         Computer literacy with good knowledge of basic computer applications (Word, Excel, Outlook, etc.) is required.

Preferred Qualifications:

• Bachelor’s degree preferred or equivalent work experience
• Two or more years’ experience in administration, logistics, procurement and/or facilities maintenance experience
• Fluency in English preferred.

Security Clearance: Candidates must be able to obtain a security clearance which requires a National ID Card and recent/valid Ministry of Justice Requerimento de Certificado de Registo Criminal. Candidates without these documents may apply, but they should start working on obtaining these documents immediately.

Salary: Developmental level starting at $9,869 annually plus benefits; Full performance level starting at $12,968 annually plus benefits. Initial offers made toward the low end of the scale, depending on relevant experience and salary history (must be both recent and sustained), and allowing for growth and development within the position.

Important!  For consideration, all applicants must submit a Resume (CV) of NO MORE THAN 4 PAGES, together with a Cover Letter clearly describing how they meet the above listed mandatory and desired qualifications and a copy of their valid B1 driver’s license. Submit application by e-mail to: easttimorpc@peacecorps.gov. Please state in subject line: Your Name_GSA Application.   Include both your name and GSA Application in the subject line of your email.

Closing date: applications should be received no later than April 15, 2018 for first consideration. No phone calls or personal visits related to this vacancy will be accepted. Only short-listed candidates will be contacted.

The Peace Corps is an equal opportunity employer.

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JOB ADVERTISEMENT: DRIVER

ChildFund Timor-Leste is looking for a committed and highly motivated Timorese individual who is dynamic with strong experience in Driving, knowledge of municipalities’ terrain and Senior High School Diploma. 
 
Title                                       : Driver 
Department                       : HRA & Program
Duty Station                       : Dili with frequently travelling to the municipalities

Reports to                           : Logistics & Procurement Officer

Employment Status        : Full-Time, 9 months fixed-term – with possibilities of extension 

JOB PURPOSE & REPORTING STRUCTURE

The Driver reports to Logistic and Procurement Officer.

The Driver works closely with the Administration Officer, Cleaner, finance officer and project staff.

The Driver has no management responsibility.

                                                          

POSITION SUMMARY

The Driver is to assist ChildFund in Dili to fulfill their mission of working for the well-being of children by providing safe driving support and general administration and logistical work.

KEY AREAS OF RESPONSIBILITY

1. Driving

• Drive vehicle for official travel and business, or as requested by Representative;
• Maintain high standard of service to both internal and external guests;
• Ensure punctuality and safe transport;
• Observe the road and traffic laws and regulations of the Timor-Leste lows.
• Ensure that safe driving practices are adhered to include local driving codes and internally agreed standards;
• Alcohol must not be consumed or present whilst on duty.
• Use the seat belt while driving and ensure the staff are also use the seat belt before depart. 
• Ensure the driver license is valid.

2. Car Security & Maintenance

·         Ensure vehicle is kept clean, tidy and in good working condition at all times;

·         Ensure vehicle is kept secure at all times; with fill the daily checklist.

·         Ensure vehicle is given regular/day-to-day maintenance checks: check oil, water, battery, brakes, tires, etc;

·         Ensure vehicle repairs are carried out properly by official manufacturers specifications;

·         Perform minor repairs and arrange for other repairs, prepare vehicle spare parts inventory;

·         Prepare and submit vehicle monitoring report, including records of vehicle operations, maintenance, expenses, mileage and daily check list report at end of each month;

·         Assist the Logistics to ensure vehicle insurance and registration is updated according to schedule;

·         Assist in the purchase of new vehicles as required.

3. Car Logbook maintenance

·         Log official trips, daily mileage, gas consumption, oil changes, car maintenance and repairs, etc.

·         Update monthly mileage records

·         Maintain log book of each service vehicle on daily basis, act as back up for the Administration, Logistics and Procurement and as a messenger

4. Administrative assistance works

·         Provide assistance to the all departments, including but not limited to:

     -       facilitating immigration and customs formalities as per requirements;

     -       photocopying, filing, handling mail, delivering goods and correspondences, carrying parcels  

               packages, and delivery and collection of official documents as per required;

     -       assisting in organizing and maintaining the library system; arranging meetings/events, training  

               and workshop activities;

      -      maintaining office storage facility/garage (ensuring it is clean, secure, dry and orderly tidy);

      -      supporting Administration to ensure the systems of telephone, internet and electricity at the  

               office work in good condition;     

-          Transport of staff, goods and / or documents

-          Provide transportation for Country Director, Staff and VIP visitors from ChildFund.

-          Follow up the driver planning and schedule and register transportation requests in 'DRIVERS'

-          Distribute mail as needed, both incoming and outgoing - Pick up flight tickets

-          Submit entry visa applications for official travel to various Embassies/Consulates and collect visas

-          Deliver correspondence to government authorities and assist Administration, Logistics and procurement in processing various permits (such as airport & seaport pass etc.)

-          Facilitate airport pickups for VIP visitors and transportation during official visits Service vehicle maintenance management

-          Schedule annual vehicle examination for service vehicles with the Transportation Department and apply for the renewal for the vehicle license

-          Ensure sound running of the vehicles assigned and arrange minor repairs where necessary

-          Check oil and tyres properly and keep the service vehicles in clean condition, both inside and outside

-          Keep track of timely car insurance renewals

-          Assist the Administration during lunch hours and as needed by answering to the phone and taking care of visitor registration, incl. maintaining a register of incoming visitors

-          Support Administration Section as a messenger by assisting with the mail deliveries, both incoming and outgoing Other tasks

-          Occasional handyman jobs in the Office, such as hanging pictures and small office repairs

5. Finance Assistance Works

·         Deliver payment transfers to the bank and/or the suppliers, conduct cash purchases for office expenditure

6. Support to other teams during field trips

·         Actively participate in and give support to all SR and project activities during the field trips, including but not limited to:

- being a member of the team in all relevant activities at the community;

- studying the risks relating to disasters, climate changes, diseases, etc. at the projected provinces to be able to recommend ideas, solutions for improving the safety and security of staff’s travel and field trips.

7. Organisational Development

·         Participate in the teambuilding of ChildFund and contribute to the development and promotion of ChildFund values culture and learning approach as required.

8. Relationship Building & Representation

·         Participate in external workshops, working groups, training and other meetings relevant to ChildFund’s safe driving standards;

·         Establish appropriate information-sharing relationships with staff in similar positions within other INGOs and car rental companies;

·         Manage ChildFund relationship with other drivers/car rental companies ensuring driving standards, passenger safety requirements and driver courtesy and punctuality is achieved.

REQUIRED COMPETENCIES/EXPERIENCE/QUALIFICATIONS

Core Competencies

·         Commitment to ChildFund Australia’s values, vision and mission: demonstrates a strong belief in ChildFund Australia’s core purpose, and reflects the values of the organization in daily activities and behaviors;

·         Teamwork: the ability to work cooperatively and flexibly with other members of the team with a full understanding of the role to be played as a team member;

·         Communication: the ability to communicate clearly and persuasively verbally and in writing;

·         Accountability and integrity: our obligation as individuals to account for our activities, to accept responsibility for them, and to disclose the results in a transparent manner; and

·         Adaptability and flexibility: the ability to meet changing conditions and respond to new organizational requirements, with flexibility and resilience

Functional Competencies - Technical

·         Understanding of transportation law;

·         Good traffic judgment;

·         Good knowledge on car mechanics, operation and maintenance of the office equipment;

·         Knowledge of the location of international organizations, airline offices, hotels and restaurants;

·         Computer literacy and experience with computerized information, familiar with software packages under Windows and E-mail;

·         Good at English reading and speaking skills;

·         Good client services handling skills and conflict resolution skills;

·         Able to manage multiple priorities, to work to deadlines, being well-organized and systematic;

·         Ability to build strong working relationships, internal and external to the organization;

·         Careful, responsible and punctual

Qualifications and experiences

·         High School Diploma;

·         Valid driving license Level D;

·         Holder of qualification in Vehicle Maintenance and Repairs desirable;

·         Minimum 5 years of experience as driver with good driving record;

·         Experience with driving a Veco (Landcruiser); 4x4

·         Experience with driving to remote locations on project field trips and driving off the road in difficult conditions;

·         Experienced in purchasing and negotiating with suppliers;

·         Willing to work long and irregular hours, shift duty and on public holidays as required.

WORKING CONDITIONS & OTHER ESSENTIAL REQUIREMENTS

·         This is a Dili based, full-time position with regular and extensive travel to ChildFund’s program areas in Timor-Leste

·         Adherence to written confidentiality policy/agreement is required;

·         The successful candidate will be offered a 9 months contract. Salary will be set according to experience and qualifications, in accordance with ChildFund’s salary scale;

·         Permanent appointment to this position is dependent upon successful completion of a Police Check and signing of ChildFund’s Safeguarding policy and procedure code of conduct;

·         In this position you will be required to conduct follow‐up Police Check every two years or at any other time when required to do so by ChildFund;

·         Commitment and adherence to ChildFund policies and procedures is required; and

·         Other working conditions and benefits are outlined in ChildFund’s HR, PDP and Operations Manuals.

STANDARD OCCUPATIONAL HEALTH AND SAFETY (OHS) RESPONSIBILITIES

·         Cooperate with all health and safety policies and procedures of the organization and take all reasonable care that your actions or omissions do not impact on the health and safety of colleagues in the workplace.

Method of application: ChildFund welcomes applications from qualified candidates, and hopes that the successful candidate can start in 16 April 2018. Submit a cover letter in English describing your suitability to the position with a recent CV, and names of 3 traceable referees with contact details, to: Human Resources & Admin. Manager, ChildFund Timor-Leste, Rua Governador Lacerda de Maia, Vila Verde, Dili, not later than Tuesday, 10 April 2018. You can also email your application to: spereira@childfund.org.au  and Cc to:adias@childfund.org.au. Only shortlisted candidates will be contacted for interview, which will be conducted in English/Tetum.

ChildFund is an equal opportunities employer

Sedalina Pereira

Human Resources & Admin. Manager

ChildFund Timor-Leste

P: +670 332 3828 | 

A: Rua Governador Lacerda da Maia, Vila Verde, Dili, Timor-Leste

spereira@childfund.org.au

www.childfund.org.au

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