Job and Person Specification

Transcription

1 Jb and Persn Specificatin Prject Crdinatr Title: Pacific Technical Assistance Mechanism Phase 2 (PACTAM2) Lcatin: Adelaide Psitin Created: September 2018 Type f Appintment: Part-time (0.4FTE), fixed term cntract t June 2021 Jb Specificatin 1. Summary f the brad purpse f the psitin and its respnsibilities/duties The Prject Crdinatr is respnsible fr prviding a range f administrative prject supprt services t enable achievement f PACTAM2 bjectives fr the client (Department f Freign Affairs and Trade), the Partner Gvernments in 7 Pacific Islands cuntries, the Advisers (apprximately 25-30) and Scpe Glbal. The Prject Crdinatr supprts the Prgram Manager, Human Resurce Specialist and the Team Leader by prviding high-quality, effective and efficient prject administrative supprt that enable delivery f services in accrdance with Scpe s cntracted scpe f services, Operatins Manual and individual Adviser Agreements. The Prject Crdinatr is required t wrk independently t manage their wn wrklad and wrk with limited supervisin as ther prgram staff are required t travel regularly. 2. Reprting/Wrking Relatinships The Prject Crdinatr reprts t the Prgram Manager and will als wrk clsely with staff frm ther parts f the rganisatin wh prvide supprt t PACTAM2 including: Recruitment & Selectin; Training & Develpment; Finance; IT; Mnitring & Evaluatin; Marketing & Cmmunicatins; Develpment Prgrams and ffshre staff and cntractrs including In-Cuntry Managers. The Prject Crdinatr will be required t liaise directly with PACTAM2 Advisers and ther prject stakehlders including external service prviders. 3. Special Cnditins Scpe Glbal is an Equal Opprtunity Emplyer which requires all staff t read and cmply with ur Crprate Plicies including Cde f Cnduct, Wrk Health and Safety, Child Prtectin Plicy, Fraud Preventin, Detectin and Investigatin Plicy and cmplete Plice and security checks where required under the plicy. A flexible apprach t wrking hurs and the taking f recreatinal leave is essential with sme ut f hur wrk being required fr Adviser briefing and n rare ccasins, supprt fr emergency management in ffshre lcatins. Interstate and verseas travel may be required t participate in Adviser briefings r prvide Prgram supprt t In Cuntry Management Teams. DCR52919 V page 1 f 5

2 4. Statement f Key Outcmes and Assciated Activities Key Outcmes 1. Prvide high-quality administrative and crdinatin supprt services that enable Advisers t successfully prepare fr, undertake and cmplete their placement t Partner Gvernments and DFAT s satisfactin Assciated Activities (KPIs) Supprt Prgram Manager in prviding effective advice and assistance t Advisers thrughut their engagement n the Prgram, in accrdance with Prgram requirements; Manage the PACTAM2 mailbx by prviding timely and prfessinal respnses t all enquiries; Maintain accurate prgram meeting schedule and recrds; Prvide planning and prgram crdinatin supprt including preparing staff and stakehlders fr in cuntry missins; Prvide timely and accurate reprting and advice n administrative matters t Prgram Manager and Team Leader as required; Manage leave balances fr advisers and prvide apprval fr leave if within allcatin; Maintain and update quality systems and suggest imprvements as apprpriate; Track milestnes and deliverables t ensure deadlines are met in line with cntractual requirements/annual plan including; Lead the crdinatin aspect f Advisers assignments (predeparture, mbilisatin, n assignment supprt and dembilisatin) including wrking external service prviders t meet deadlines; Lead lgistical and administrative services fr Adviser pre-departure including scheduling presenters, crdinating travel, accmmdatin, catering and venue bkings as required; Lead the crdinatin f prembilisatin cmpliance requirements ensuring DCR52919 V page 2 f 5

3 deadlines are met (including medical clearance, travel, visas, liaise with in cuntry teams, criminal histry checks) Lead the administrative aspects f adviser reprting and Perfrmance Assessment Meetings in line with the PACTAM2 annual plan; Assist in the delivery f key milestnes fr the PACTAM2 cntract (reprts etc). 2. Budget and Finance supprt Cntribute t the management f the prgram budget in line with each DFAT Placement Service Order (PSO) and Recruitment Service Order (RSO); Prepare invices and reimbursements fr payment, ensuring all payment requests are within budget and cded t crrect budget lines (utilising NAV); Assist respnding t financial enquiries frm DFAT psts and ther stakehlders; Lead n the prcurement f Assignment Supprt Fund/Develpment Partner Prcurement Fund requests ensuring prcurement is delivered t time, csts and quality, represents value fr mney and cmplies with the Cmmnwealth Prcurement Rules; Mnitr service prvider cmpliance with cntract befre prcessing payments (in cuntry management, medical service prviders); Ensure Asset Register is updated and is accurate; Assist the Prgram Manager with end f mnth financial prcesses; Assist the Prgram Manager with end f year financial prcesses; Assist the Prgram Manager in preparatin f budgets. 3. Maintain Management Infrmatin System (MIS) / Adviser Management System (AMS) and ther recrd management systems Maintain and update PACTAM2 Operatinal Prcedures Manual and assciated frms and templates; Utilise MIS / AMS as the central repsitry fr prject data and infrmatin; DCR52919 V page 3 f 5

4 Utilise ther recrds and dcument management systems and prcesses as required, in line with cntractual requirements and Scpe Glbal quality management system; Update PACTAM2 SharePint and the MIS quarterly. 4. Other requirements Assist with Emergency and Critical Incident respnse as required; 5. Supprt Prgram Manager and Team Leader in verall prject crdinatin Manage safety assets (including satellite phnes, PLBs, life jackets etc.); Have a general understanding f the prgram strategic directin including M&E and PACTAM2 strategic plan; Prepare cntract dcuments as requested by Prgram Manager; Update prgram dcuments as requested by the Prgram Manager r Team Leader; Lead n key prgram tasks as allcated by the Prgram Manager r Team Leader. Liaise with ther team members and external service prviders t ensure delivery f effective prject supprt services; Assist the Prgram Manager with supprting Advisers, maintaining peratinal plicy, prcess and systems and recrds management; Prvide nging supprt t the Prgram Manager and Team Leader as required. 6. Effective Team perfrmance Prmte a psitive prgram and Scpe Team culture; Cntribute t cntinuus imprvement in service delivery and prgram perfrmance; Maintain a general understanding f ther Prgrams and Prjects within Scpe and identify areas fr netwrking and cllabratin; Wrk with a cllabrative and team based apprach. Effective cmmunicatin with all PACTAM2 staff, advisers, DFAT and stakehlders. 7. Quality and Legislative Cmpliance Cmply with Scpe plicies, prcedures, practices and quality systems; DCR52919 V page 4 f 5

5 Cmply with rle specific plicies and prcedures; Ensure rle specific prcedures and all relevant dcumentatin are kept current and available n SharePint in accrdance with Scpe s ISO certificatin requirements. Cre Behaviurs Accuntability Client Fcus Cllabratin Decisin making Leadership Respect Prfessinalism Persn Specificatin Minimum Requirements/Key Selectin Criteria: Essential 1. Previus experience in an administrative rle, with strng attentin t details and accuracy; 2. Ability t cntribute ideas t enhance yur rle, and demnstrate initiative and flexibility; 3. Ability t wrk independently and as part f a team and manage wn wrklad; 4. Excellent interpersnal skills, including the ability t cmmunicate effectively and prfessinally, in writing and verbally, with a wide range f stakehlders frm a variety f cultural and linguistic backgrunds, and an ability t prvide excellent custmer services at all times; 5. Ability t set pririties, analyse prblems, frmulate clear and effective slutins and crdinate a number f tasks simultaneusly t achieve deadlines and meet stakehlder requirements; 6. Ability t review, revise, and prduce prgram dcumentatin t prfessinal standards; 7. Demnstrated experience in the use f Micrsft Office prducts, including Micrsft Wrd, internet and , with intermediate t advance prficiency in the use f Excel (r equivalent); 8. Experience in accurate data entry and management utilising a Management Infrmatin System (MIS) Desired 1. Knwledge f the Pacific Islands regin. 2. Experience studying and/r wrking verseas DCR52919 V page 5 f 5