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MaNUaL TREINaMENTO GESTaUN aDMINISTRaSaUN PBLICO

TRaINING CENTER

NaRaN ESTUDaNTE

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Legalizasaun husi Centro

Manual treinamentu Gestaun Administrasaun nee produs husi Action for Change Foundation (ACF) uza ba periodu 2012 2020 hodi fo formasaun iha area Gestaun public.

Hakerek nain ACF Training Center

Edisaun IV - 2012

Implementasaun Iha ACF Training Center

Direitu hotu iha hakerek nain nia liman. Manual Gestaun Administrasaun nee sei uza iha area Treinamentu Gestaun Administrasaun nia laran no la iha parte ida maka atu dulpika se la iha autolizasaun husi hakerek nain.

Dili, 30 de Maio de 2012 Aprova husi

Jos de Jesus Fundador no Director

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Introdusaun Action for Change Foundation (ACF) hanesan ONG local neb mak base iha Dili no hariI iha loron 17 de Maio de 2010 husi ema Timor oan no halo esforsu atu kapasita maluk joventude Timor Leste liu husi aktividades treinamento neb mak sei fo impacto positivo ba futuro sustentavel. Centro Treinamento ACF establese baseia ba nesesidades joventude barak mak defisil atu hetan servisu tamba afeita husi menus rekursus humanus atu buka servisu hanesan rekursu atu halo komunikasaun ho dalen Ingles, portugues inklui defisil atu uja fasilidades hanesan komputador ou teknologia moderno seluk neb mundu komesa avansado liu ona. Durante Centro Treinamento ACF loke kursu, joven lubuk ida mak hetan ona susesu depois de remata formasaun iha Centro ida nee. Manual ida nee sai hanesan padraun ida ba partisipantes ida-idak atu kaerhodi fo kuinesementu ba ema neb tuir kona ba kursu ida nee, manual nee sei ajuda maluk sira neb presija prepara aan molok atu buka servisu hodi fasilita ita nia an atu halao servisu iha areas oin-oin uja makina computador Ho manual ida nee partisipantes sira sei aprende konaba oinsa atu; 1. Saida mak Organizasaun 2. Komprende konaba saida mak eskritriu no ninia jestaun,tanbasa organiza eskritriu ida. 3. Komprende funsaun bazika jestaun eskritriu nian 4. Komprende prosedimentu no sira nia razaun 5. Oinsa uza ho diak ekipamentu eskritriu nian 6. Komprende jestaun ba arkivu dokumentu sira, prepara relatoriu, nsst. 7. Komprende oinsa hasae produtividade iha serbisu fatin

Atu hatene konaba informasaun no treinamento seluk ou perguntas ruma konaba manual ida nee bele contacto ami liu husi diresaun neb descreve iha okos.

Manual Treinamento Administrasaun Pblico iha ACF Training Center, Rua: Aitarak Laran, Dili, Mob: +670 7297699; Page 3 FB; action for change foundation Email: acf.timor10@gmail.com; Web; www.actionforchangefoundation.info

KONTEUDO

1. Introdusaun ........................................................................................... .................................. 3 2. Konteudo ............................................................................................... .................................. 4 3. Administrasaun ..................................................................................... .................................. 5

1. Tipu De Organizasaun .......................................................................... .................................. 6 2. Tipu Organigrama ................................................................................. .................................. 7 3. Jestaun Komunikasaun ......................................................................... .................................. 9 3.1. Objektivu Eskritorio ........................................................................... .................................. 9 3.2. Importansia Husi Esctoriu ................................................................. .................................. 10 3.3. Funsaun Eskritoriu Moderna (Function Of a Modern Office) .......... .................................. 11 3.4 Funsaun Sira Basiku (basik faction)................................................... .................................. 12

1. Jestaun Eskritoriu (office management) ............................................... .................................. 15 a. Definisaun Gestaun Eskritoriu ............................................................. .................................. 15 b. Ambitu Jestaun Eskritoriu (scope of office management) .................... .................................. 16 c. Objektivu Jestaun Eskritoriu ................................................................. .................................. 19 d. Rekursu Ba Jestaun Eskritoriu ............................................................. .................................. 20 e. Office Layout ......................................................................................... .................................. 20

1. Koesemento Ekuipamentos Eskritoriu Nian ....................................... .................................. 21 2. Pratika Hakerek Karta .......................................................................... .................................. 22 3. Jestaun Arkuivu Dokumentos ............................................................... .................................. 23 Sistema Arkivu Dokumentos ..................................................................... .................................. 24 Relatoriu Semanal..................................................................................... .................................. 24

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1.

ADMINISTRASAUN

1.1 Definisaun ba Administrasaun Eskritriu mak fatin ka babain uma (edifisiu) ka fatin balun hosi uma neb organizasaun ida halo nia serbisu (Office is understood here as a location usually a building or portion of a building, where an organization or government conducts its business). a. Fatin neb operasaun administrativa halao ba (Office is a place where clerical operations are carried on - Denyer, J.C.) b. Fatin serbisu iha neb profesional ka staff administrativa dezempena sira nia funsaun (a place of business where professional or clerical duties are perfrmed) c. Eskritriu mak unidade ida iha neb halo rejistu hotu-hotu ho objetivu atu kontrollu, planeia no prepara jestaun organizasaun nian bele efisiente, oinsa rezolve no prezerva rejistu hirak nee. Eskritriu frnese fasilidade ba komunikasaun interna no esterna no koordena atividade hosi departementu oioin iha organizasaun nia laran. Hosi definisaun temin iha leten, eskritriu refere ba Fatin (espasu) ka uma (edifisiu) ka fatin ida hosi edifisiu hanesan sala (room) aloka ba ema hodi halo atividade administrativa (clerical works, no jestaun hanesan planeia, organiza, orienta no kontrollu, etc. Simples deit, eskritriu bele defini hanesan fatin ka espasu ida iha neb atividade hot-hotu relasiona ho rekoilla, prosesa, armazena, no distribui infrmasaun ba jestaun organizasaun ida efisiente no efetivu. Naran seluk ba office iha Portuges mak hanesan Gabinete, purezemplu Gabinete (gabinete PM/office of the PM, gabinete Diretor Geral) Lia-fuan office iha Ingls refere ms ba purezemplu a. Serbisu, funsaun ida (office boy) b. Puder/power (Of a government or government official holding an office means being in power, during his first year in office = during his first year in power, the new government took over the office, etc.

1.2. Karakterstika eskritriu a. b. c. d. e. Rekoilla informasaun (collecting information) Prosesa informasaun (processing information) Armazena informasaun (storing information) Koordena informasaun (coordinating information) Distribui informasaun (distributing information)

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2.

TIPO DE ORGANIZASAUN

Definisaun ba Organizasaun Organizasaun katak grupu ida neb iha ninia Visaun, Misaun, struktura ho responsablidade klaru, hetan legalizasaun husi orgaun kompotente, iha programa servisu neb planeadu, iha mos estatutu atu atinji objektivu organizasaun nian, sai mos hanesan parseiro implementador husi governu nia ba dezenvolvimento nasional. 2.1 Aktividade 1 - Halo diskusaun grupu Treinador sei fahe ba grupos tolu (3) Oras 2

Grupu I ; Identifika tipo organizasaun Internasional neb eziste iha Timor Leste Grupu II ; Identifica tipo de Ministerios neb pertense husi Governu Grupu III ; Identifica tipo de NGO local neb eziste iha Timor Leste Kada grupu halo apresentasaun iha oin Perguntas no respostas Treinador; Halo resumu ba resultado husi diskusaun konaba diferensia entre NGO, Companhia, Governu. TPC ; (Identifica husi Treinador)

Manual Treinamento Administrasaun Pblico iha ACF Training Center, Rua: Aitarak Laran, Dili, Mob: +670 7297699; Page 6 FB; action for change foundation Email: acf.timor10@gmail.com; Web; www.actionforchangefoundation.info

TIPO DE ORGANIGRAMA IMPORTANTE IHA ORGANIZASAUN Konsilheiro/a Fundador

Chief of Executive Officer

Sekertario/a

Finansas / Tezoreira/o

Chefe Administrasaun

Manajer projetu

Dep. Das Programas

Dep. Recursus Humanus

Depart. Promosaun

Depart. Logistika

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Kada organizasaun ida-idak hamrik, sempre iha dezenho composisaun estrutura hanesan iha leten, maibe depende husi recursus husi kada organizasaun nian, composisaun iha leten bele muda, aumenta no hamenus tuir desesidades organizasaun nia. 2.2 Aktividade 2 - Halo diskusaun grupu Treinador sei fahe ba grupos tolu (3) Oras 2 Grupu I ; Halo dezenho ba composisaun estrutura Governu nia Grupu II ; Halo dezenho ba composisaun estrutura Companhia nia Grupu III ; Halo dezenho ba composisaun estrutura Partido Politico nia 2.3 Kada grupu halo apresentasaun iha oin Perguntas no respostas Treinador; Halo resumu ba resultado husi apresentasaun TPC ; (Identifica husi Treinador) Aktividade 3 - Halo diskusaun grupu Treinador sei fahe ba grupos tolu (3) Oras 2

Grupu I ; Esplika responsabilidade husi Counselhor, Director no Secretario/a Grupu II ; Esplika responsabilidade husi Administrasaun, Finansas no Manager do Projecto Grupu III ; Esplika responsabilidade husi Departemento Promosaun, Logistic, Recursus Humanus no Programas Kada grupu halo apresentasaun iha oin Perguntas no respostas Treinador; Halo resumu ba resultado husi apresentasaun TPC ; (Identifica husi Treinador)

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3.

GESTAUN KOMUNIKASAUN

Komunikasaun hanesan meius importante atu komunika ba malu konaba asuntus oi-oin liu-liu atu informa situasaun servisu nia iha tereno ho maneira imparsial, tipo de comunikasaun iha oi-oin hanesan tuir mai; a. Komunikasaun Verbal ; Komunikasaun verbal hanesan komunikasaun neb halo direitamente entre ema ho ema b. Komunikasaun non-verbal ; Komunikasaun non-verbal hanesan komunikasaun entre ema ba ema liu husi carta, telfone, Memo, Mensagen, Email ho etc. Komunikasaun Formal Komunikasaun formal mak hanesan komunikasaun neb halo entre ema/organizasaun liu husi enkontru, workshop/seminar, komunikasaun liu husi telfone/email/karta ho asuntu klaro neb aplika iha servisu fatin tuir nesesidades. Komunikasaun Non-Formal Komunikasaun non-formal mak hanesan komunikasaun neb halo entre kolegas iha fatin neb deit no koalia laiha asuntus neb klaro hanesan small talk ou koalia halimar.

c.

d.

3.1 Objetivu eskritriu Objectivo eskritorio nia mak hanesan tuir mai; a. Apoiu ba Jestan (Aid to Management): Apoiu ba Jestaun liu hosi funsaun: Diresaun (Direction): Diresaun/orientasaun no matadalan jestaun ba seksaun no departementu sira hasai hosi eskritriu (Direction and guidance of management to various sections and departments are issued through the office). Komunikasaun: Eskritriu serve hansesan kanal komunikasaun nian entre parte hirak diferente iha organizasaun ida nia laran, purezemplu korespondensia, email, fax, nsst. Planeamentu: Eskritriu ajuda frnese infrmasaun no dadus hodi jestaun bele planeia ka halo planu atu funsaun no progresu organizasaun nia lao ba oin ho lalais, Koordenasaun: Eskritriu fasilita mos koordenasaun liu hosi mantein ligasaun entre departementu sira iha organizasaun nia laran. b. Prezerva dokumentu sira rejistu (Preserving Records) Prezerva no mantein rejistu no dokumentus organizasaun nian (arkivu, nsst). c. Fornese infrmasaun (Providing Infrmation) Fornese tipu infrmasaun neeb loos ba jestaun iha tempu neeb presiza no ba parte sira eksternal.

d. Fornese atendementu eskritriu (Providing Office Services) Fornese serbisu administrativa no sekretariadu nian ba nivel ezekutivu sira, imprime surat, fotokopia, lori surat ba parte relevante, nsst.
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e. Distribuisaun serbisu (Distribution of work) Distribuisaun serbisu ba impregadu oioin no identifika sira nia tarefas no funsaun. f. Selesaun no Apontamentu (Selection and Appointment) Halo selesaun no kolokasaun ba impregadu sira. Badak deit katak eskritriu importante tebes ba organizasaun ida (In short, the office is an important and indispensable part of every organisation). 3.2. mportansia hosi Eskritriu Eskritriu importante tebes ba organizasaun hotu-hotu, hanesan kakutak ema moris nian, eskritriu mak sentru ba funsionamentu organizasaun, ajuda jestaun planeia, ezekuta, komunika, kontrollu, no koordena atividade sira hodi bele atinji objetivu organizasaun nian neeb determina tiha ona. Importansia eskritriu bele haree hosi diskusaun tuir mai: Eskritriu hanesan sentru atendementu (Office as a service centre) Eskritriu frnese atendementu ba: a. Hakerek surat, duplika, emprime, f infrmasaun hirak mai hosi rejistu, frnese frmatu surat no material eskritriu nian, etc. b. La iha organizasaun ida mak bele serbisu no funsiona diak sem atividade sira temin iha leten. Tanba nee esktritoriu dalabarak refere ba sentru f atendementu. Eskritriu hanesan sentru ida memoria nain (Office as a memory centre) a. Tipu infrmasaun hotuhotu ema rejista, tuir mai arkiva no halot ka prezerva iha eskritriu no distribui ba jestaun bainhira presija. b. Tranksasaun no atividade oioin organizasaun nian neeb rejista no armazena halo eskritotiu sai hanesan sentru memoria, sentru infrmasaun, kakutak ba organizasaun Eskritriu hanesan kanal komunikasaun (Office as a channel of communication) a. Liu hosi eskritriu mak komunikasaun, liuliu komunikasaun hakerek ka eskrita prosesa hodi liga entre departementu no nivel diferente organizasaun nian. b. Organizasaun ida monu ka failla, maski iha rekursu diak ka sufisiente bainhira ninia sistema komunikasaun la efetivu. Eskritriu hanesan koordenador (Office as a co-ordinator) a. Eskritriu mantein ligasaun ho departementu hotuhotu iha organizasaun nia laran no halo departementu sira infrmadu konaba saida mak mosu ka akontese iha departementu hirak nee. b. Tanba nee, eskritriu frnese baze ba koordenasaun entre departementu sira. Purezemplu, entre planeamentu no finansas, lojistika. Koordenasaun nee importante hodi bele halo jestaun organizasaun nian efetivu liu.
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Eskritriu hanesan kontrolu nain ida (Office as a controller) Eskritriu mak fatin ba ogranizasaun halo kontrollu. Lian fuan seluk katak kontrollu nuudar funsaun ida nesesariu jestaun nian neeb ezekuta liu hosi eskritriu. Kotrollu rekere: a. b. c. d. Estabele padraun ka estandar sira Sukat dezempenu hasoru padraun ka estandar sira Koloka didiak desviu sira mosu, no Halo koresaun ba desviu sira nee tuir padraun/estandar no planu sira

Eskritriu hanesan intermediariu ida (Office as a intermediary) a. Eskritriu mantein kontaktu ho entidade sira iha liur no liga organizasaun ho kliente sira, frnesedor sira, nsst. b. Eskritriu atende duvidas, perguntas, rekizasaun no keixa sira Importansia eskritriu ba empregadu sira (Importance of office to employees) a. Responsibilja ba oinsa organiza ho diak lista prezensa ka atendementu, preparasaun ba lista salariu, halo orariu serbisu no orariu selu salariu, nsst. b. Responsibilija mos ba funsionamentu programa oioin neeb f benefisiu ba traballador sira hanesan seguru/jaminan ba grupu, f insentivu, nsst. Importansia eskritriu ba kliente sira (Importance of office to customers) a. Eskritriu serve hanesan pontu ligasaun entre organizasaun ho ninia kliente sira. Duvidas, rekizisaun ruma, no keixa hetan atendementu hosi eskritriu. b. Nia f hatene produsaun oioin no sira nia utilizasaun hanesan infrmasaun ba kliente sira.

Importansia ba pbliku jeral (Importance to general public) a. Eskritriu serve hanesan fatin ligasaun entre publiku ho organizasaun. b. Nia responsabilija ba kriasaun imajen diak organizasaun nian iha ema nia hanoin no haree. Purezemplu hatudu hosi parte resepsaun. 3.3. Funsaun Ekritoriu Moderna (Functions of a Modern Office) a. Funsaun maior eskritriu nian mak rekoilla, prosesa, no distribui infrmasaun. Infrmasaun neeb aktualizadu no loloos relasiona ho organizasaun no organizasaun ka ajensia sira seluk sempre afeta organizasaun em termus atu halo desizaun no politika. b. Nunee mos, eskritriu asumi responsabilidade seluk hanesan asegura patrimoniu, jestaun pesoal nian, aprovizionamentu neeb atu apoiu funsaun maior temin iha leten. c. Funsaun Bazika (Basic Functions) d. Funsaun Administrativa (Administrative functions)
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3.4. Funsaun Sira Bziku (Basic functions) Funsaun bazika mak sira funsaun sira neeb tenke halo hosi organizasaun, mak hanesan simu no fo informasaun. Funsaun bazia hanesan tuir mai: Rekoilla infrmasaun (Collecting infrmation) a. Eskritriu simu no rekoilla infrmasaun konaba atividade oioin organizasaun nian. b. Infrmasaun hirak nee bele hetan hosi fntes internal no eksternal. c. Fontes internal mak empregadu no departementu sira iha organizasaun nia laran. Infrmasaun hirak nee iha frma karta, sirkular sira, relatoriu. d. Fontes eksternal mak kliente sira no fornesedor sira. Infrmasaun hirak nee liu hosi karta, lista hola sasan, invois, perguntas ruma, relatoriu ruma, etc. e. Parte ezekutivu sira iha organizasaun bele rekoilla infrmasaun liu hosi sira nia vizita ba organizasaun sira seluk.

Rejistu informasaun (Recording information) a. Eskritriu mak kontinua rejistu inormasaun hotuhotu rekoilla hosi ontes oioin atu nunee bele prontu no disponivel ba jestaun. b. Informasaun hirak nee iha frma korespondensia, relatoriu, deklarasaun, sirkular, lista, diagrama, livru, etc. c. Eskritriu tenke mantein mos dokumentus balun tuir lei hateten.

Aranja, analiza no prosesu infrmasaun (Arranging, analysing and processing the information) a. Rekoillamentu ba informasaun iha eskritriu jeralmente tenke organiza ho didiak. Faktus, numeru hirak neeb simu tenke halo prosesu, analiza, no koloka ho didiak, atu nunee util duni ba jestaun sira. b. Relasiona ho ida nee, deklarasaun finanseira no estatistika, diagrama, lista sira, relatoriu sei tau iha forma sumariu no preparadu bainhira jestan sira husu.

Prezerva infrmasaun (Preserving Infrmation) a. Informasaun sira neeb simu sei analiz, halo identifikasaun, selesaun, no prezerva ho maneira ka meius ida ekonmiku, no sientfiku. b. Tipu ekipamentu, filing cabinets, etc. uza hodi prezerva informasaun hira nee. Sira neeb la relevante no la nesesariu ona sei soe tiha atu nunee bele iha nafatin espasu ka fatin ba informasaun foun no iha valor ba organizasaun.

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Hatoo informasaun (Supplying information) Akumulasaun no prosesu ba informasaun sei la iha flin bainhira la komunika. Eskritriu serve hanesan meius ka dalan ka kanal ba: a. b. c. Hafoin rekoilla, rejistu, no prosesa hodi frnese ka kanaliza ba jestaun, no Poltika, desizaun, matadalan, no instrusaun sira hasai hosi jestaun ba departementu sira mos lao ka kanaliza liu hosi eskritriu. Informasaun hirak nee bele distribui verbalmente no pur eskrita.

Funsaun Administrativa (Administrative Functions) a. b. Funsaun administriva hanesan funsaun adisional ba funsaun baziku. Maski nunee sem funsaun ida nee defisil ba serbisu eskritriu ida atu lao ba oin ho diak. Funsaun ida relasiona ho protesaun no asegura patrimoniu, mantein no hasae efisinsia operasaun, kontrollu ba material eskritriu (stationery), selesaun no uza ekipamentu, formasaun, kolokasaun, remunerasaun ba staff, nsst. Funsaun hirak tuir mai normalmente konsidera hanesan funsaun administrativa:

c.

Funsaun Jestaun (Management functions) a. b. c. Funsaun hirak jestaun nian bele aplika mos ba funsaun jestaun eskritriu nian. Serbisu eskritriu nian tenke planeia, organiza, koloka ema ho diak halo komunikasaun, koordenasaun, motivasaun hodi ezekuta planu. Tuir mai iha kontrollu atu asegura efisiensia operasaun iha eskritriu. Staffing, diresaun, komunikasaun, koordenasaun, motivasaun importante mos ba jestaun eskritriu.

Institusionaliza sistema no rutina eskritriu (Instituting office systems and routines) a. b. Eskritriu ida tenke dezenvolve sistema atu fornese serbisu ho diak ba departementu hotuhotu. Serbisu eskritriu nian tenke analiz no kria prosedura propriu, tau iha sekuensia hodi bele garante kontinuadade ritmu serbisu nian.

Sosa Sasan no fornesementu (Procuring stationery and supplies) a. b. Fornesementu ba material eskritriu ho adekuadu no kualidade importante tebes ba dizempenu serbisu eskritriu nian. Sosa suratahan ho kualidade diak, lapizeira, agrafador no sira seluk, no mantein material eskritriu hirak nee tuir nesesidade.

Dezina no kontrola frmasu eskritriu (Designing and control of office frms) a. b. Eskritriu uza formatu padraun ka estandar atu simplifika no halo fasil operasaun eskritriu. Ida nee hanesan responsabilidade eskritriu atu dezeina, estandariza, frnese no kontrollu formatu hirak nee bele uza iha departementu sira iha organizasaun nia laran.

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Sosa ekipamentu no mobiliariu eskritriu (Purchasing office equipments and furniture) a. b. c. Serbisu eskritriu neeb efisiente no halo dezempenu diak no ekonomiku rekere mobiliariu (furniture), ekipamentu no Mkina hirak propriu. Eskritriu mak aranja, halo selesaun no sosa sasan hirak nee hosi fornesedor hirak neeb hetan fiar. Eskritriu tenke asegura katak sasan hirak nee tenki disponivel bainhira presija hosi departmentu no empregadu sira, fasilita utilizasaun, manutensaun, no truka tuir nesesidades.

Salvaguarda patrimoniu eskritriu (Safeguarding of Assets) a. b. Eskritriu sai fatin atu asegura patrimoniu organizasaun nian, protesaun atu labela aat no lakon, ahi labele han ka ameasa sira seluk. Iha eskritriu mak iha sistema ida neeb bele jere no garante katak patrimoniu organizasaun nian bele funsiona ho diak.

Jestaun ba pesoal (Personnel Management) a. b. Efisiensia serbisu eskritriu depende tebes ba empregadu sira. Sira nia kolokasaun, formasaun, promosaun, avaliasaun no oinsa moris diak ba sira halao iha eskritriu nia laran.

Manutensaun ba relasaun pblika (Maintaining Public Relations) a. b. c. Organizasaun ida depende ba reputasaun no hakarak diak ba ezistensia no progresu. Organizasaun hotuhotu sempre iha ninia parte resepsaun hodi simu no kumprimenta sira nia vizitante sira. Iha mos meius seluk neeb eskritriu ida bele halo atu hatudu imazen diak liu hosi bulletin, jornal, website, nsst.

Ho lia-fuan badak Ita bele dehan katak: a. b. Buat hirak temin iha leten nuudar funsaun importante balun deit hosi esktritoriu. Natureza no funsaun sira eskritriu nian bele oioin ka la hanesan hosi organizasaun ida ba organizasaun seluk tuir idaidak nia nesesidade.

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I.

JESTAUN ESKRITRIU (Office Management) Office administration (Administrasi perkantoran) Office management (Manajemen perkantoran) (konseitu nee utiliza truka malu ho sentidu kuaze hanesan deit) Portuges/Tetun: Jestaun eskritriu (laos administrasaun eskritriu?)

A. Definisaun jestaun eskritriu 1. Jestaun eskritriu mak funsaun administra komunikasaun no rejistu ka arkivu konaba organizasaun ida (Office management is the function of administering communication and record of an organization, Arthur Grager). 2. Jestaun eskritriu mak funsaun ida, nuudar parte ida hosi arte no siensia jestaun relasiona ho dezempenu serbisu eskritriu neeb efisiente, bainhira no iha neeb deit serbisu nee atu halo. (Office management as a function, is the branch of the art and science of management which is concerned with the efficient perfrmance of office work, whenever and wherever that work is to be done, William Leffingwell and Edwin Robinson) 3. Hau haree katak jestaun eskritriu iha sentidu klean bele inklui, laos deit funsaun atendementu neeb jeralmente aseita ona maibe mos funsaun kontrollu diresaun administrativa ba serbisu eskritriu no suratahan. (It seems to me that office management in the broader sense might embrace, not only the generally accepted service function but also the arise of functional control administrative direction of most clerical and paperwork, Hal Nourse) 4. Jestaun eskritriu relasiona ho diresaun no supervizaun ba serbisu eskritriu nian (Office management is concerned with the direction and supervision of office work (Edwin Robinson) 5. Jestaun eskritriu jeralmente deskreve hanesan organiza no administra serbisu ekritoriu nian, servisu lorloron parte oin eskritriu nian (Office management is generally described as organizing and administering the auxiliary, day-today chores of the front office (Encyclopedia of Business, 2nd ed.) 6. Jestaun eskritriu mak deresaun hotuhotu konaba atividade auxiliariu ka administrativa hodi haketak hosi buat hirak hanesan transportasaun, fabrika, armazen no faan (Office management is the over all direction of clerical activities as distinguished such as transportation, manufacturing, warehousing and sales, William Spriegel and Ernest Davies) 7. Jestaun eskritriu bele difini hanesan planeia, kontrollu, no organiza serbisu eskritriu, atuasaun ba sira halo serbisu hodi bele atinji objetivu determnia tiha ona. Nia relasiona ho siklu infrmasaun no retensaun ba valor sira diak no halakon buat hirak neeb la benefisiu organizasaun.

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Office management can be defined as the planning, controlling, and organizing of office work, and actuating those perfrming is so as to achieve the predetermined objective. It deals with life cycle of business infrmation and retention, if of permanent value, of destruction if obsolete (George Terry) Hosi difinisaun hirak iha leten ita bele habadak deit katak jestaun eskritriu refere ba: 1. 2. Sentidu neeb klot refere ba atividade administrativa (clerical works, haree funsaun eskritriu) Sentidu klean refere ba parte ida hosi siensia jestaun neeb involve atividade hirak hanesan planeia, organiza, atua, no kontrollu serbisu eskritriu nian

Aplikasaun funsaun jestaun nian ba atividade serbisu eskritriu: 1. 2. 3. 4. Planeamentu (determina serbisu hirak neeb tenke halo, alokasaun orsamentu, hola sasan, nsst) Organiza (prosesu koloka ema no serbisu, responsabilidade Atuasaun (menggerakkan staff, f orientasaun, motivasaun, utilizasaun fasilidade serbisu ho diak) Kontrollu (akompana ka halo monitorizasaun ba prosesu implementasaun serbisu, halo standar/indikador, oinsa implementa, no avalia ka sukat ninia susesu, no hola asaun koretiva

B. mbitu Jestaun Eskritriu (Scope of Office Management) Charles O Libbey fahe ambitu/skop/ruang lingkup Jestaun Eskritriu ba komponenti 9 : 1. Espasu eskritriu (Office Space) 2. Komunikasaun (Communications) 3. Eskritriu Pesoal (Office Personnel) 4. Mobiliariu no ekipamentu (Furniture and Equipment) 5. Ekipamentu no Mkina (Appliances and Machines) 6. Lojistika no mobiliariu (Supplies and Stationery) 7. Metodu (Methods) 8. Rejistu (Records) 9. Kontrollu hosi ezekutivu (Executive Controls) Espasu eskritriu (Office Space) Espasu eskritriu kompostu hosi: a. Previzaun ba nesesidade fatin (Space frecasting) b. Alokasaun ba fatin (Space allotment) c. Modelu fahe sala ka espasu (Office layouts) d. Sistema halo manas iha sala no sirkulasaun anin (Heating and ventilating) e. (Air conditioning) f. Implikasaun lian iha sala laran (Acoustics) g. Pintura no Dezeina (Painting) h. Fasilidade ijenia (Service facilities) i. Sala enkontru (Assembly room) j. Fator seguransa (Safety factors) k. Muda eskritriu (Moving offices) l. Alterasaun ka mudansa (Alterations) m. Manutensaun (Maintenance)
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Komunikasaun (Communications) a. b. c. d. e. f. g. Haruka surat (Mailing) Haruka mensajem (Messanger service) Telefne (Telephones) Wiring layouts (ligasaun fiu) Sistema telefone entre eskritriu (Interoffice telephone systems) Kuadru informasaun (Bulettin boards) Atendementu resepsaun (Reception service)

Serbisu rekursu umanu nian (Office Personnel) a. Selesaun (Selection) b. Orientasaun (Orientation) c. Frmasaun (Training) d. Teste/prova (Testing) e. Promosaun (Promotion) f. Truka/pergantian (Turnover) g. Sisteme hatoo sujestaun (Suggestion system) h. Orientasaun ba impregadu (Pooling employees) i. Atraza tempu (Tardiness) j. Falta (Absenteeism) k. Motivasaun serbisu hamutuk (Morale) l. Disiplina (Discipline) m. Refrma/Pensaun (Retirement) n. Avaliasaun (Rating) o. Keixa (Grievances) p. Nsst. Mobiliariu no Ekipamentu (Furniture and Equipment) a. b. c. d. e. f. g. h. i. Meja serbisu (Desk) Kadeira (Chairs) Meja boot ba enkontru (Tables) Ekipamentu arkivu (Filling equipment) Fatin ka brankas mak seguru (Vaults and safes) Mobiliariu funsional (Functional furniture) Armazen ba mobiliariu (Warehousing furniture) Manutensaun no hadia (Maintenance and repair) Armariu no fatin ba suratahan (Supply cabinets and shelving)

Material no Mkina (Appliances and Machines) a. b. c. d. e. f. g. Mkina hakerek/komputador (Type writers) Mkina sura nian (Calculating machines) Material/ekipamentu haruka surat (Mailing equipment) Ekipamentu reprodusaun (Reproduction equipment) Ekipamentu izenia (Janitorial equipment) Biblioteka nsst

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Fornese no material eskritriu (Supplies and Stationary) a. b. c. d. e. f. g. h. Stationary items Suratahan Lapijera Mkina halo koak surak Tizora Mkina Scanner Mkina Ftokopia Mkina Emprime

Mtodu (Methods) a. b. c. d. e. f. g. Prosesu dadus (Data processing), PMIS? Peskiza ba eskritriu (Office surveys) Sukat rezultadu serbisu administrativa (Measurement of clerical output), karta sai-tama, prosesu fllow up nia durasaun, nsst. Halo programa ka orariu ba serbisu rutina nian (Scheduling of routines): extra hours (day off) Halo diagrama ba prosedimentus (Charting procedures) Utiliza filmazen (Use of films): ba relatoriu, referensia, nsst Analiza Estatistika (Statistical analysis), evolusaun atividade ruma hanesan krime, kazu, violensia, nsst

Rejistu (Records) a. b. c. d. e. f. g. h. Koordenasaun halo frmatu sira (Frms coordination) Dezeina frmatu (Frms design) Atendementu ba korespondensia (Correspondence service) Frmatu ba karta sira (Frms letters) Revizaun ba karta sira (Letter writing reviews) Metodu relatoriu (Reporting methods) Pratika konaba sistema arkivu no armazena Nsst.

Kontrollu ezekutivu (Executive controls) a. b. c. d. e. f. g. h. i. Organiza planu Sentralizasaun no Desentralizasaun ba serbisu. Planu orsamentu Previzaun Manual instrusaun Konferensia F frmasaun ba ema hirak neeb truka malu pozisaun Analiza ba serbisu Padraun/estandar ba salariu

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C. Objetivu Jestaun Eskritriu, inklui: a. b. c. d. e. Fornese infrmasaun kompletu ba parte hirak neeb presija hodi implementasaun serbisu organzasaun efisiente Fornese infrmasaun no relatoriu neeb diak ho kustu baratu Ajuda organizasaun asegura ninia nesesidades Fornese serbisu administrativa neeb loos no atendementu ba kliente no parseiru sira Halo notas/catatan sira ho diak uza kustu neeb ladun karu

Prosesu jestaun eskritriu ninia objetivu f infrmasaun neeb prontu atu uza. Karakteristika infrmasaun nee mak: a. b. c. d. e. Kompletu Relevanta ba ninia uzu La atraza/tarde (aktualizadu ka up to date) Loos (accurate) Bele responsabilija ba ninia autentiku/kebenaran

Tuir J.C. Denyer, iha prinsipiu 11 sistema esktritoriu 1. Sistema eskritriu ida diak mak iha kanalizasaun serbisu neeb lao ho diak no laiha impedementu oioin 2. Sistema eskritriu ida diak mak ida neeb la iha duplikasaun 3. Sistema nee impede impregadu sira atu labele lao ba-mai hodi gasta tempu let deit 4. Sistema nee prevene ema labele hakerek arbiru deit 5. Sistema eskritriu utiliza didiak ema espesializadu sira iha implementasaun serbisu 6. Sistema ida neeb uza suratahan minimu tebes 7. Prevene halo rejistu bebeik bainhira iha ona programa no orariu, karik buat ruma importante deit mak tenke halo rejistu 8. Tenke halo tuir prosidementu, esepsaun ba regras tenke diminui tebes 9. Lalika cek bebeik serbisu karik la presija 10. Utiliza didiak mkina maibe labele bebeik (bele at lalais). 11. Tuir prinsipiu simplisidade em termus prosedimentu, ema bele kompriende no bele halo tuir

Tuir Komaruddin, iha prinsipiu 9 jestaun esktritoriu: 1. 2. 3. 4. 5. 6. 7. 8. Jerente hanesan ezekutivu neeb halo planu, lidera empregadu sira halo serbisu no kontrollu ba maioria serbisu hothotu eskritriu nian. Organiza eskritriu laran (layout) ho sistematiku hodi bele halo movimentasaun ema lao ho diak, la atraza, no fasil atu asesu ba Mkina no ekipamentu hirak automatiku bele uza bainhira la gasta barak Tenke aplika simplifikasaun serbisu hare hosi tempu no movimenta ema nian. Sistema no prosedimentu serbisu eskritriu tenke hadia bebeik hodi bele efisiente ka reduz kustu Sistema jestaun ba arkivu hetan kontrollu bebeik, hadia metodu arkivu ida neeb la efisiente, marka tempu ka durasaun ba arkivu hirak neeb atu halakon ka destroi, nsst. Dezenvolve relasaun diak entre empregadu liu hosi analiz ba serbisu, halo programa ba frmasaun, sujestaun hosi empregadu sira, no iha matadalah orientasaun nian. Padraun kualidade no kuantidade serbisu eskritriu nian tenke dezenvolve bebeik no tenke uza duni.

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9.

Konsiensia ba serbisu tuir konseitu baziku jestaun nian tenke dezenvolve bebeik hosi nivel hirak iha leten hodi frma atitude staff sira.

D. Rekursu ba Jestaun eskritriu: a. b. c. d. e. f. Funsionriu Orsamentu Material (suratahan, lapijera, agrafador, kuadru, nsst.) Mkina/ekipamentu (komputadr, scanner, kareta, nsst. Mtodu (prosedura/mekanizmu serbisu) Tempu (periodu/durasaun ba prosesu atividade)

E.

Office Layout:

Alokasaun espasu neeb presija no detailadu konaba utilizasaun espasu hirak nee hodi halo fator fizika hirak neeb nesesariu pratikamente bele organiza ba ezekusaun serbisu eskritriu ho kustu ida razoavel (Office lay out is the determination of space requirement and the detailed utilization of this space in order to provide a practical arrangement of the physical factors considered necessecary fr the execution of the office work within reasonable cost (George R. Terry, 1958) Objetivu office layout 1. 2. 3. 4. 5. 6. 7. Prevene gasta enerjia, no tempu Garante prosesu serbisu lao ho diak Maximiza utilizasaun sala ho efisiente Prevene ema atu labele persege/disturbu malu Garante ambiente ida halo ema konfrtabel F inpresaun ba ema bainaka sira Halo movimentasaun ema nian diak

Tipu office layout Cubicle Type Offices ou fatin ka ruangan/sala serbisu neeb fahe ketaketak Vantajem: a. b. c. d. Garante konsentrasaun serbisu Garante ka f protesaun ba serbisu hirak segredu Garante ka mantein dignidade ofisial jerente ka xefi sira Garante susesu sebisu, xefe iha responsabilidade ba ninia sala/ruangan serbisu

Disvantanjem/Frakeza a. b. c. d. e. Komunikasaun diretamente ho staff sira ladun lao diak Presija orsamentu boot ba manuntesaun, ligasaun ahi no sira seluk tan Ladun iha fleksibilidade bainhira iha mudansa ka ekspansaun Difikulta kontrolu/pengasawan Presija fatin boot hodi bele fahe sala hirak nee.

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1. KOESE EKUIPAMENTOS ESKRITORIU NIAN

1 KOMPUTER 2 RUANG KERJA

3 ARMARI

PRINTER 5 PRINTER

7 6 8 TELEFONE TELEFONE PRINTER

9 12 IOSLASI KALKULATOR

HEKTER

10

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11 BILING 13 MAKINA KOPIA

14 15 MAKINA KOPIA ARMARIO 16 MEJA OFFICE

17 FLASH/USB PROJECTOR

18 MEMO

19

Identifika Eskritoriu Laminator

20 MAKINA SCAN 21 22 MAKINA KOPIAR PLASTER

Stapler/Hekter Sticky Tape Scanner OHP tranparans Makina foto copia

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23 PLASTER MAKINA SCAN

24

24 25 OHP TRANPARENSE STICKY TAPE STICKY TAPE 26

MEETING ROOM

2. PRATIKA HAKEREK KARTA Iha komunikasaun liu husi karta ka surat nee importante ita atu hatene mekanismu saida maka ita bele uza hodi hakerek karta ka surat ba ita nia Direktur, Manajer ka ba Organizasaun seluk neb ita atu haruka surat ba. Liu husi pajina ida nee ita atu aprende klean liu kona ba hakerek tipo de karta oi-oin hanesan; 2.1. Karta Pedido / Permohonan 2.2. Karta Convite / Undangan 2.2. Karta Deklarasaun / Deklarasi Ezemplo husi tipo de karta tolu neb mensiona iha leten bele hare iha anexo iha kotuk.

3. JESTAUN ARKIVU DOKUMENTUS Iha Organizasaun ka iha kompania ida tenke iha jestaun ba arkivu dokumentus neb diak atu ajuda ita wainhira ita presiza dokumentus hirak nee la difisil atu hetan ka hare. Mai ita hare oinsa jestaun arkivu dokumentus neb hatoo iha tuir mai nee: Exemplu arkuivu dukumentus

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SISTEMA ARKIVU DOKUMENTUS Sistema arkivu dokumentus fahe ba parte 4 (haat) hanesan: 1. sentral 2. desentraliza 3. surat 4. elektronika

RELATORIU SEMANAL Aneksus; 1. Sample Logi books 2. Sample Asset Register List 3. Sample Karta Pedido 4. Sample Karta Konvite 5. Sample Karta Deklarasaun 6. Sample Planu no Relatorio Semanal.

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