Reports to: Country Director, with functional management from Operations Administrator
Classification: Locally-Engaged Staff position open to nationals of the country of assignment and permanent residents with authority to live and work in the country of assignment.
Duration: 12 months, with the possibility of extension
Location: MDF Country Office
The Market Development Facility (MDF) is an Australian Government-funded initiative currently being implemented in five countries. MDF utilises a market systems development (MSD) approach to connect with private and public sectors players with the ability and leverage to trigger lasting systemic change and create broad-based, sustainable pro-poor growth. MDF can be scaled-up to support further market development activities in country and in additional countries as needed.
MDF is a multi-country facility, currently operating in Fiji, Timor-Leste, Papua New Guinea, Sri Lanka and Pakistan. Each country has its own country team on the ground, with a Core Leadership Team (CLT) headed up by the Chief Executive Officer (CEO) providing strategic, technical and managerial oversight across all MDF partner countries. The CLT ensures uniformity and integration of approach and systems across countries, while at the same time ensuring sufficient programmatic flexibility for Country Teams to respond to local context and DFAT country strategy.
Assignment Objectives:
MDF is a fast-paced work environment in which Business Advisers and Quality & Inclusion Specialists are encouraged to work in a dynamic fashion with their partners and travel to the field whenever required. The Logistics & Administration Officer’s objective is to support this environment by ensuring efficient and smooth day-to-day functioning of all travel, training and workshops for the country office. To achieve this, the Logistics & Administration Officer is responsible for coordinating all arrangements and procurement for travel, trainings and workshops.
Key Responsibilities:
Logistics for Travel, Training and Workshops
- Works proactively with colleagues to ensure effective coordination, planning and monitoring of logistics to support travel, training and workshops.
- Before travel, workshops or trainings are undertaken completes necessary procurement and bookings for travel, coordinates advances, travel allowances and supports applications for necessary visas.
- Utilises and, where necessary develops, tracking systems and communications procedures to ensure effective and efficient arrangements.
- Undertakes annual competitive quotation exercise to select preferred suppliers for travel, accommodation and conference facilities and support services.
- Ensures all associated purchases provide value for money and are made in adherence with MDF manuals, Palladium and DFAT requirements and the Commonwealth Procurement Guidelines.
- Coordinates the MDF office fleet vehicles and driver(s) allocation and monitors vehicle maintenance and safety.
- Ensures any breach of MDF policy or process regarding vehicle use is immediately reported through the Operations Administrator to the Country Director and/or other assigned representative in the Country Office.
Administrative Support
- Answers and directs phone calls.
- Provides general support to visitors.
- Organises and schedules appointments and meetings as required.
- Establishes and maintains necessary contact and tracking lists.
- Monitors inventory and assets, undertakes stocktake activities, updates registers and tracking sheets as directed by the Operations Administrator.
Information Management
- Ensures all information and documentation in support of travel, training and workshop procurement and logistics is recorded, current and accessible in the designated format and location.
Requirements:
- Completion of high school or equivalent diploma; specialised training in business administration or a university degree is desirable but not necessary.
- Experience in the provision of logistical and administrative support to large projects or organisations, preferably for international development donors or organisations.
- A high degree of personal initiative, enthusiasm for the work, high level planning, multi-tasking and time management skills and the ability to work with minimum supervision in a multi-cultural environment
- Excellent teamwork, high level interpersonal, negotiation and conflict resolution skills, and the ability to mentor less experienced staff
- Strong working knowledge of MS Office programs
- Excellent command of verbal and written English
- A police clearance certificate