Finance – Administration & Logistic Officer - Oecusse Area Program

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Job Description:

• Finance and Administration Responsibility (35%)
• Update and monitor all cash advances and settlements on a timely basis.
• Review and verify cash advance settlement requests in GEMS-Concur before submission for approval.
• Reconcile supporting documents for cash advance settlements and ensure correct account coding in Provision and GEMS-Concur.
• Submit all original supporting documents to National Office (NO) Finance before the monthly closing deadline.
• Monitor outstanding cash advances and follow up with staff to ensure clearance before month-end closing.
• Support monthly financial reporting and reconciliation processes as required.
• Maintain complete, accurate, and organized financial records in compliance with WVTL policies and procedures.
• Ensure all supporting documents meet the required finance checklist standards and are complete before submission.
•  Assist in budget monitoring by reviewing financial transactions against approved budgets and funding availability.
• Immediately escalate any financial documentation issues, delays, or compliance concerns to the Finance Manager.
• Deliver all original supporting documents to NO Finance before monthly closing and not after the deadline.
• Proactively notify the Finance Manager of any expected delays at least 48 hours before the submission deadline.
• Ensure monthly closing requirements are completed by the 10th of each month.
• Ensure all staff members clear outstanding cash advances before the monthly closing date.
• Ensure all transactions are properly coded and supported with complete documentation.
• Maintain full compliance with WVTL financial policies, donor requirements, and internal control procedures.

Procurement and Budget Control Responsibilities (10%)

• Review Purchase Requisitions (PRs) daily in Provision to ensure completeness, accuracy, and budget availability.
• Review Purchase Orders (POs) in Provision and ensure compliance with procurement policies and approval requirements.
• Verify that all procurement requests are aligned with approved project budgets and available funding.
• Coordinate with budget holders and project teams to resolve any budget or coding discrepancies before approval.

Admin and Logistic Support (15%)

• Central Receiver for GWS through Provision Systems
• Request any project request if it is request by project staff on behalf
• Work with Area Program Staff to understand their short- and long-term Sector needs and to develop a procurement strategy to ensure their needs are met.
• Receiving/arranging warehousing, checking, recording and following up, where necessary, all goods purchased.
• Coordinate the movement of the vehicles.
• Ensure all WVTL vehicles have a regular service schedule.
• Identify any available suppliers and advice on any logistic related tools or goods if required.
• Coordinate with WVTL Procurement Officer for any local purchasing needs
• Provide monthly fuel report in coordination with WVTL Logistic Coordinator.
•  Security Focal Point in coordination with WVTL Security Coordinator
• Coordinate with WVTL Procurement Officer for any local purchasing needs
• Provide monthly fuel report in coordination with WVTL Logistic Coordinator. 
• Security Focal Point in coordination with WVTL Security Coordinator
• Obtain and provide technical support for equipment supplied (computers, communications, power supplies, vehicles, office equipment, etc.)

Office and assets management (15%)

• Design, implement and manage administrative systems for efficient office functioning
• Manage office support services, local transportation, housing, purchases through provision, building services, and communications (landline)
• Manage WVTL buildings and utilities and the servicing and maintenance of all WVTL buildings and fixtures
• Manage WVTL storeroom and office supplies.
• Ensure adequate fixed assets policies and tracking systems are in place in collaboration with finance department.
• Oversee security procedures for asset safekeeping and office security.
• Provide for an efficient service to field offices, ensuring timely and efficient communications (landline phone and photocopy) services.
• Support Admin and finance officer booking hotel for international & National guest.

Office Maintenance (10%)

• Design and implement systems for efficient office functioning
• Responsible for the success of the service of assets (AC,Photo Copy, landline phone and electricity connection to the office)
• Ensure all meeting rooms are ready to use for daily meeting.

Staff Supervision (10%)

• Build a team of highly committed and competent staff, ensuring cooperation and coordination among relevant staff. 
• Provide strategic direction and support to staff you supervise, including identifying problems and solutions.
•  Implement the Performance Development Management system to supervised staff.

Other (5%)

• Assist on Humanitarian Emergency Disaster Management
• Lead and Participate in World Vision Spiritual Nurture activities (devotion)
• In urgent situations, the admin and logistic assistant may drive the vehicle pick-up a material at supplier when the regular driver is on leave.
• Perform other related duties as required
  

Required Professional Experience

• Prior working experience in the related capacity with accounting background

Required Education, training, license, registration, and certification

• Formal college training in finance and accounting
• Completed at least high school level with accounting background
• Computer literate in Excel and Words

Preferred Knowledge and Qualifications

• Skills and knowledge in Sun System Accounting Software and Vision Software is preferred.
• Good communication skills (both written and oral) in English

World Vision Timor-Leste applies the safeguarding of children and vulnerable adults and has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with WV Timor-Leste's work. World Vision Timor-Leste is committed to diversity and inclusion within its workforce, and encourage candidates of diverse background, women and differently abled, to apply

Application close: 27 October 2026

Applicant Types Accepted: