Position: Awards Officer
Location: Pretoria, South Africa
Contract term: June 2019 - 31 March 2020
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 Quality Assurance Manual (QAM).
DUTIES AND RESPONSIBILITIES
* Develop work plans and prepare weekly progress reports on progress or difficulties being encountered and offering solutions to problems;
* Assist the Awards Manager to supervise and quality assure (QA) administrative and logistics processes for all classes of Award;
* 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:
* Carry out or assist in various promotions tasks as necessary.
* Participate in team activities relating to applications and shortlisting stage
* Assist applicants where required with the completion of applications.
* Carry out compliance checks.
Interview and information session stage:
* Assist or implement all aspects of logistics for interviews, e.g. venue identification and booking;
* Prepare all documentation required for interviews and information sessions;
* Secretariat duties during interviews;
* In liaison with the appropriate suppliers ensure that all lunches and refreshments are provided as planned.
Placement, mobilisation and award status management:
* Prepare standard letters for candidates
* Notify unsuccessful candidates and activate reserve candidates.
* Enter awardee details into appropriate database/s
* Assist with and advise awardees on the visa application process, including medical examinations, and check for completeness.
* Receive and submit completed institution application forms.
* Prepare Offer Letters and Contracts.
* Organise and implement and assist with pre-departure briefings in respective countries, including planning and preparation, venue identification and selection, travel and accommodation bookings and presenting.
* Mobilise awardees including facilitating individual and family visa applications, medical examinations and travel arrangements.
Short Courses:
* All activities, as listed under the Scholarships
* Undertake Focus Groups
Other Duties:
* Perform other activities as required by the Senior Manager, Awards, Team Leader or other Managers
* Assist with other event preparation and implementation as required, including likely travel
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.
* 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.
QUALIFICATIONS AND EXPERIENCE
Essential:
* 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:
* 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-operatively 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 independent
Location(s): South Africa - Gauteng - Pretoria
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.
BACKGROUND
Australia Awards in Africa is an initiative funded by the Australian Government to: (i) equip Africans with 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.
