Awards Officer

  • Entry-level, Full-time staff position
  • Posted on 16 February 2019
  • Nairobi, Kenya
  • Closing on 22 February 2019

Job Description

Awards Officer

Undertake activities across the scholarships program cycle (including shortlisting, interviews, pre-departure briefings, mobilisation of Scholarship and Short Course Awards participants).

* Develop work plans with the Awards Manager and other Awards Officers, and prepare weekly progress reports;
* Assist the Awards Manager to supervise and quality assure administrative and logistics processes for all classes of Award (Long Term, Short Courses);
* Assist the Awards Manager to carry out all tasks throughout the Awards cycle 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, advisers on gender, disability, visas etc, to coordinate effective implementation.
* 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.

Promotion stage:
* Liaise with the Communications Manager to assist in communications/promotions tasks as necessary.
* Participate in team activities relating to applications and shortlisting stage
* Assist applicants with the completion of application forms and related documentation.
* Carry out compliance checks and enter all data into the relevant database
* 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.

Placement, mobilisation and award status management:
* Prepare standard letters for priority and reserve candidates.
* Notify unsuccessful candidates and activate reserve candidates upon instruction of the Awards Manager.
* Enter awardee details into appropriate databases.
* Assist with and advise awardees on the visa application process, including medical examinations.
* 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.
* 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, administration and presenting.
* Mobilise awardees including facilitating individual and family visa applications, medical examinations and travel arrangements.
* Prepare variations and Awardee dependant visas

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
* Assist in scheduling and arranging in-Africa visits by providers, where required
* Undertake Focus Groups

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.


* Must already have valid work rights in Kenya
* 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

* 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 cooperatively as a member of a team.
* Information management, particularly experience in using databases
* Mature, self-driven individual who can work independently

About the Organization

Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.

For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people's lives.

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.

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

Australia Awards in Africa provides a mix of long and short-term scholarships 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 Australian Government.

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