Awards Officer at Palladium: Make It Possible

Job description

Project Overview And Role

BACKGROUND

Australia Awards in Africa is a DFAT-funded initiative designed: (i) to equip Africans with the skills and knowledge necessary to influence the economic and social development outcomes of their own countries; and (ii) to build the long-term capacity of African governments to progress towards their development objectives.

Australia Awards in Africa provides a mix of Scholarships and Fellowships to Africans in the public, civil society and private sectors in targeted disciplines that support the home countries? developmental priorities.

Australia Awards in Africa is managed by Palladium on behalf of the Department of Foreign Affairs and Trade.

PURPOSE

• Undertake Awards Officer activities in awards-specific small projects within the implementation of a range of administrative and logistical functions across the scholarships program cycle (including shortlisting, interviews, pre-departure briefings, workshops, mobilisation of Scholarship and Short Course Awards students), ensuring that all Awards processes are implemented in accordance with the QAM.
• Responsibilities
• DUTIES AND RESPONSIBILITIES
• Develop work plans with the Senior Manager, Awards and other Awards Officers, and prepare weekly progress reports for the Senior Manager, Awards and Senior Management team on awards related activities, reporting regularly on progress or difficulties being encountered and offering solutions to problems;
• Assist the Senior Manager - Awards to supervise and quality assure (QA) administrative and logistics processes of the Australia Awards in Africa for all classes of Award (Long Term, Short Courses);
• Assist the Senior Manager - Awards to carry out all tasks throughout the Awards process for all classes of Awards;
• Take a lead role in managing external liaison with key Program counterparts including Australian government officials in DFAT and DIBP, Student Contact Officers (SCO?s) in Australian universities, Provider Representatives, Coordinating Authorities, AAA specialist advisers on gender, disability, visas etc, IT Division and other Program staff to coordinate the effective implementation of AAA.
• Promotion stage:
• Liaise with the Communications Manager to carry out or assist in various communications / promotions tasks as necessary.
• Participate in team activities relating to applications and short listing stage
• Assist applicants where required with the completion of application forms and other related documentation.
• Receive all applications and other relevant correspondence.
• Appropriately file all applications and assist in the implementation of the overall application process.
• Carry out compliance checks and enter all data into the relevant database/s and notify the Senior Awards Manager for checking and further processing.
• Assist with the administration and logistics for the shortlisting process
• Interview and information session stage:
• Assist or implement all aspects of logistics for interviews, e.g. venue identification; quote evaluation; venue and accommodation booking;
• Prepare all documentation required for interviews and information sessions, e.g. score sheets, visa forms, information packs etc.
• Secretariat duties during interviews, e.g. applicant document checks, capturing scores and comments, ensuring smooth running of each interview.
• In liaison with the appropriate suppliers (caterers, hotels etc.) ensure that all lunches and refreshments are provided as planned.
• Assist the Finance Department to consolidate financial information as necessary.
• Placement, Mobilisation And Award Status Management
• Prepare standard letters for priority and reserve candidates and submit to the Senior Awards Manager for signature.
• Notify unsuccessful candidates and activate reserve candidates upon instruction of the Senior Awards Manager.
• Enter awardee details into appropriate database/s (OASIS, Scholar etc.).
• Assist with and advise awardees on the visa application process, including medical examinations, and check for completeness before submitting to DIBP in the prescribed format.
• Assist with and advise awardees on the institution application process.
• Receive and submit completed institution application forms to the various institutions.
• Prepare Offer Letters and Contracts and submit to Senior Awards Manager for checking and sign off.
• Organise and implement and assist with pre-departure briefings for all awardees in respective countries, including planning and preparation, venue identification and selection, travel and accommodation bookings, documentation, administration and presenting as required.
• Mobilise awardees including facilitating individual and family visa applications, medical examinations and travel arrangements.
• Prepare variations and Awardee dependant visas
• Regularly update reports and / or database/s with student status as required.
• Assist the Finance Department to consolidate financial information as necessary.
• Short Courses
• All activities, as listed under the Scholarships
• Undertake all logistics concerning mobilisation of awardees including Australian and other visas, flight scheduling and emergency support process
• Communicate with all awardees about the award and all logistics concerning their mobilisation
• Assist in scheduling and arranging in-Africa visits by providers, where required
• Undertake Focus Groups
• Assist the Finance Department to consolidate financial information as necessary.

Other Duties

• Perform other activities as required by the Senior Manager, Awards, Team Leader or other Managers
• Ensure all filing (hard- and softcopy) for all tasks above is carried in accordance with the QAM and instructions as given by the Senior Awards Manager.
• Assist with the continuous improvement process, including updating and maintaining the QAM.
• Updating and maintaining selected pages on website, as directed
• Assist with other event preparation and implementation as required, including likely travel
• Assist with the management of the Enquiries inbox
• Ensure adherence to all HR requirements, e.g. timesheets, leave applications, performance management processes etc.
• Prepare written letters and other communication materials
• Participate in relevant HR and performance management processes;
• Attend all relevant staff meetings.
• Gender Equality And Social Inclusion
• Australia Awards in Africa is committed to supporting inclusive development practices across all program activities. Social inclusion is an umbrella term adopted by Australia Awards to refer to gender equality, disability inclusion and HIV support. Among your roles, you will be expected to implement and embed inclusive development practices within your work activity. You will be expected to demonstrate sensitivity to issues of social inclusion, and especially as you engage with candidates, awardees, alumni and other stakeholders.
• Reporting
• Submission of reports to the Senior Manager - Awards as per agreed schedule.
• Contributions to 6 Monthly Reports and the Annual Plan as agreed by the Senior Manager - Awards.
• Submission of monthly work plan and exception progress reports to the Senior Manager - Awards.
• Report all suspected and / or detected fraud within 24-hours of discovery and in accordance with DFAT?s Fraud Policy, the respective Palladium Policy and the Fraud Risk Assessment and Management Plan.

Requirements

QUALIFICATIONS AND EXPERIENCE

Essential

• Minimum 3 years employment in non-profit or international development environment.
• Exceptional administrative and organizational skills.
• Excellent attention to detail and accuracy.
• Reliable, able to work independently.
• Strong analytical skills and the confidence to make independent decisions.
• High level of interpersonal skills with a flexible and collaborative personal style and the ability to communicate with diverse groups.
• Fluency in written and spoken English.
• Microsoft Office suite to an advance level.
• Ability to work under-pressure, meet deadlines, prioritise workload and ?multi-task?.
• Mature work practices, highly motivated, demonstrated sound judgment and the ability to respond positively to mentoring and directions.
• Tertiary education preferential
• Highly Desirable
• French / Portuguese language skills an advantage

Competencies

• Good written and verbal communication skills
• Good interpersonal skills and ability to communicate effectively and professionally with external clients
• Good organizational skills and ability to work co-cooperatively as a member of a team.
• Information management, particularly experience in using databases
• Windows 2000/2008 operating platform knowledge
• Office 2000/2010 knowledge
• Mature, self-driven individual who can work independently