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 – 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.
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
- 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.
- Organise and implement and assist with pre-departure briefings for all awardees
- 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
- Communicate with all awardees about the award and all logistics concerning their mobilisation
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.
QUALIFICATIONS AND EXPERIENCE
- 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 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 independently
More Information
- Job City Pretoria
