Human Resources Administrative Officer job descriptions

Job description: Human Resources Administrative Officer
The National Communications Authority of Timor-Leste, formally Autoridade Nacional de Comunicações
(ANC), is a statutory authority established by the Telecommunications Decree-law No. 15/2012 of 28 March
2012.
The ANC is Timor-Leste’s regulator for:
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telecommunications
radio-communications
broadcasting (in part)
the Internet
The ANC commenced operations in April 2014. As a new agency, the ANC is developing the administrative
systems required by a professional and effective regulator. To support this work, the ANC is seeking to
employ a Human Resources Administrative Officer, to work under the direction of the Finance Director,
servicing the HR and administrative support needs of ANC.
A
Purpose
Human resources administrative Officer often provide both HR-specific and general administrative
and secretarial support, depending on the size of work or HR department.
This position will provide administrative support and Human Resources to ensure the efficient day-today operation of the Corporate Services Directorate and help establish the administrative systems
needed by a professional and effective telecommunications regulator.
B
Objectives
1. Contribute to the establishment of efficient and effective administrative systems.
2. Maintain efficient and effective administrative systems (eg. document control systems, filing
systems, event administration, etc).
3. Undertake routine administrative tasks as required (eg. photocopying, meeting documentation,
collation of reports, etc).
C
Key responsibilities and duties
Assist with the establishment and operation of Human Resources system and procedures
a.
b.
c.
d.
e.
f.
Support recruitment processes
Support preparing job descriptions for ANC positions
Administer the ANC’s payroll system
Administer the ANC’s training and development program
Administer leave system, including leave register
Provide general administrative support to the HR function
Assist with the establishment and operation of administration systems and procedures
a.
b.
c.
d.
e.
Establish and maintain filing systems, both hard copy and electronic.
Maintain the ANC’s document control system, including security classifications.
Maintain the ANC’s archives system.
Assist in the production of reports by formatting documents and developing templates.
Ensure regular collection and postage of mail and other correspondence.
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f. Maintain the personnel contact directory.
g. Receive and direct visitors to the ANC.
h. Perform other general office and secretarial tasks such as word processing, collating documents,
accepting and delivering correspondence, photocopying/faxing, office errands, as required.
i. Drafts routine memos and letters
Maintain ANC facilities
a. Maintain access procedures for the ANC’s premises (eg control access to keys).
b. Arrange any necessary maintenance of facilities.
c. Monitor cleaning and maintenance services.
d. Controlling and distribution of office supplies (stationary) and equipments.
Make travel arrangements for ANC staff
a. Arrange accommodation bookings.
b. Arrange transportation for work-related travel (eg booking airlines tickets/reservations,
confirming hotel booking, arranging visas and request use of ANC vehicles).
Assist with the organisation and arrangement of meetings and events
a. Organise and support staff meetings, including preparation of agendas and minutes.
b. Assist with the organisation and management of events, including workshops and training.
c. Assist with publicity and liaison with the media for ANC events
Contribute to the effective functioning of the ANC
a. Promote the ANC’s Code of Conduct and fulfill its requirements at all times
b. Provide a consistently high level of service to the ANC and its stakeholders in a prompt and
pleasant manner.
c. Apply the ANC’s document control system to all documents.
d. Maintain the highest ethical standards and confidentiality in dealing with ANC staff and
stakeholders.
e. Develop own skills and knowledge in order to better deliver administrative functions and duties.
f. Take reasonable care for own health and safety and for the health and safety of anyone else who
may be affected by the role’s acts or omissions at the workplace.
g. Ensure effective use of relevant application software systems.
h. Participate in ANC business improvement and corporate development programs.
D
Reporting, contacts and accountabilities
Reports to:
Finance Director
Supervises:
N/A
Internal contacts:
All ANC staff
External contacts:
Meeting and training venues, cleaning and maintenance services providers,
travel and accommodation providers, visitors to the ANC.
Accountabilities:

Free to act within clear policies and procedures but advice and guidance
is always available.
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

E
Experience and skills required
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Experience in a range of administrative support functions including document control, filing,
and event organisation.
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Experience in a range of HR management functions including recruitment and selection,
contracting, payroll and performance management.
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Detailed knowledge of administrative procedures.
Administrative skills in order to undertake correspondence prepare routine reports and maintain
records.
Proficient in the use of Microsoft Office programs.
Strong interpersonal and team management skills.
Fluency in verbal and written Tetum and English.
Excellent communication (both written and oral) skills.
Organisational skills.
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F
Qualifications

G
Position is required to liaise with staff at all levels in the organisation.
Accountable for the timely administration of duties and functions as
outlined.
Post-secondary or tertiary qualification in a field relevant to administration.
Position details
The position is offered as a 12 month contract with the first three weeks as a probationary period.
Salary: according to the ANC’s internal agreement.
Location: The ANC’s offices in the MOPTC building, Caicoli.
Terms and conditions of employment are according to an internal agreement.
H
Selection criteria
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Be a citizen of Timor-Leste
Fluency in Tetum and English is required and a knowledge of Portuguese is highly regarded.
Relevant qualifications and Experience.
Ability to apply skills and knowledge to the needs of the ANC
Ability to work effectively as part of a multidisciplinary team.
Have a strong work ethic.
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