Administration and Procurement Assistant – Local Position, Menzies, Dili, Timor-

ABOUT MENZIES:As one of Australia’s leading medical research institutes dedicated to improving the health and wellbeing of Aboriginal and Torres Strait Islander Peoples, and a leader in global and tropical research into life-threatening illnesses, Menzies School of Health Research continues to translate its research into effective partnerships and programs in communities across Australia and the Asia-Pacific region. SUMMARY OF THE POSITION:The Administration and Procurement Assistant is responsible to provide Administrative and procurement support to ensure efficient operation of the office. Responsible for confidential and time sensitive material. Ability to effectively communicate via phone and email ensuring that all Administrative and procurement Assistant duties are completed accurately and delivered with high quality and in a timely manner. PRIMARY RESPONSIBILITIES:To support the Administrative, Procurement and Finance activities of the Menzies office, including:Liaison with suppliersManaging the short-term staff housingArranging delivery, pick up of staff and office materialsLogistical support for meetings and conferencesAssist with orientation for new staff and visitors to the office and use of office equipmentKeeping up with email communication for the officeAssisting with travel arrangements for Menzies staff and volunteersMaintaining and updating vendor’s database for necessary goods and servicesSupport procurement of goods and services for the officeKeep excel database fuel usage, office stock levels and suppliers updated.Track and record ordersCompliance with Menzies policies and proceduresLiaise with project coordinators to ensure activity and financial records are maintained according to donor requirementsEnsure participant lists are completed for Project events and provided to project coordinator for donor reporting purposesPrepare Purchase Requisitions andUpload Purchase Requisitions into TechOneProduce Purchase OrderProduce Goods ReceivedBe the custodian and the management of Petty cashMaintain records/register and receipts for all daily Petty Cash ExpensesConduct daily Petty Cash countPrepare acquittal and request form when top up is requiredEnsure that the Register of Assets is kept up to datePerform other tasks as reasonably required by the supervisor SELECTION CRITERIA:1. Qualifications: Minimum Senior Secondary (Years 10-12) and/or minimum 1-2 years relevant Logistic and Administrative work experience.2. Essential Criteria: Good communication skills in Tetum and basic knowledge of oral English is an advantage.Ability to work well with others, be flexible, and prioritize tasks.Good work ethic and dedication to completing tasks within the required timeframe.Demonstrated ability to take direction and to work as part of a team.Demonstrated honesty, maintaining confidentiality, reliable and trustworthy.Proven ability to manage and acquit a cash advance.Willingness and capacity to travel to the field when required.Basic use of Microsoft Office with knowledge in Microsoft Word and Excel.Hold or be able to obtain a National Police Clearance certificate.Understanding of and commitment to Menzies values, the principles of Equal Opportunity and contributing to a safe and inclusive workplace. COVID-19 Safety Requirements:Menzies encourages all staff to be fully vaccinated in accordance with the latest guidance and recommendations for COVID-19 vaccination as issued by the Australian Technical Advisory Group on Immunization (ATAGI).Menzies requires all staff to implement, as directed, risk control strategies that provide them with protection from COVID-19 in the workplace such as good hygiene practices, mask wearing, physical distancing and any other reasonable direction.  How to apply:To apply for this position, please refer to and select / click on the Administration and Procurement Assistant, Local Position, Dili, Timor-Leste role. Please click on the ‘Apply’ button to submit your application. Applicants are required to provide the following support documents:Updated Resume/CV with three referencesCover LetterA statement addressing the selection criteriaCopy of Electoral/BI cardCopy of Good behavior certificate (kelakuan baik)Any other relevant supporting documentation. Only shortlisted candidates will be contacted for the interview. Closing date:  23rd February 2024 If you have any questions regarding the role, please contact:Antonio FernandesHR OfficerEmail: Menzies Timor-Leste is an equal opportunity employer committed to a diverse workplace. Women are strongly encouraged to apply.Position Description AUD Dili