Senior Administrator – Australian Civilian Corps Deployment Support Services

Job Reference Number

ACCDSS1

Job Type

Corporate and Support Services

Schedule

Full Time

Job Location

Victoria; Australasia

Job Summary

Cardno Emerging Markets (Australia) Pty Ltd is part of a global consulting organization which manages projects for major donors, delivering aid work in core disciplines such as education, health, HIV/AIDS, governance, resource and environment management and infrastructure. Our work expands across Europe, Latin & North America, Asia, the Pacific and Africa.  With over 3,000 staff worldwide, our vision is to be a world leader in the provision of professional services to improve the physical and social environment.

 

The Australian Civilian Corps Deployment Support Services is a project that provides support services to Australian Civilian Corps Deployees for AusAID. The Goal of the ACCDSS is to provide a rapid, flexible, ongoing, global deployment support service to assist the Australian Government to deploy and appropriately support ACC personnel to assist stabilisation and recovery efforts in countries affected by natural disaster or conflict.

 

The Senior Administrator is responsible for a range of deployment support tasks in a professional and timely manner, in keeping with ACCDSS expectations.

Key Responsibilities

ACCDSS Administration

• Provide high level word processing and administrative support to the projects and the Program Director.
• Monitor and disseminate relevant electronic and paper based communications within head office, with our global offices, and with external contractors.
• Oversee the physical and electronic filing of financial, personnel, client correspondence and contractual project documentation.
• Arrange authorisation of funds requests.
• Process documentation and liaise with the Financial Manager in the preparation of invoices.
• Check and process claims for payments against contracts.
• Track and report on project/personnel movements, status of accommodation (rental leases), flights, etc.
• Maintain Report Bibliography or databases, as applicable.
• Maintain relationships with a panel outside experts and portfolio of pre-selected vendors that support program activities. 

Mobilisation of Deployees and Subcontractors

• Liaise with relevant companies, clients and contract staff in relation to coordinating travel, and accommodation arrangements for missions.
• Assist in the effective management of activities, missions and personnel.
• Coordinate the mobilisation, travel and accommodation arrangements for deployees and subcontractors, as required, including obtaining visas and other relevant documentation, preparing pre-departure briefings.
• Assist in the production of consultant and subcontractor contracts and ensure all documents are finalised prior to departure.​

Other

• Ensure effective communications with the client where tasked to do so.
• Assist in developing scope and costing proposals for upcoming deployments.
• Coordinate the gathering of monitoring and evaluation information.
• Other duties as requested by the manager including filing and coordinating meetings and appointments.
• Photocopying, binding, and word processing of correspondence, reports and other documents accurately and efficiently.

Other Requirements

The Senior Administrator will require the following combination of applied skills, knowledge and behaviours to successfully contribute to team goals: 

• Intermediate and Advanced skills in Microsoft Office Suite
• Intermediate skills in Desk Top Publishing
• Typing speed – minimum 70-80 words per minute
• Excellent organisation and time management skills
• High level of interpersonal skills
• Willingness to take on a variety of tasks that may be required to ensure efficient operation of the project
• Ability to work as part of a remote administration team as well as work autonomously
• Ability to use initiative and make decisions when completing tasks required, ensuring key roles are completed within required time frames and when asking for more work
• Background in travel or logistics industries would be viewed favourably

 

Essential Characteristics: 

• Demonstrates integrity by modelling the Cardno values and ethical standards.
• Strong analytical aptitude, communication and presentation skills.
• High level of accuracy and attention to details.
• Strong project and people management skills.
• Positive, constructive attitude and approaches work with energy.
• Demonstrates openness to change and ability to receive and integrate feedback.
• Willingness to travel domestically or overseas when applicable.

Employee Benefits

Contact

Applications close on March 14, 2013.  Please submit a CV (no longer than three pages) and an EOI (no longer than one page).
For further information please contact Colin Kercz - colin.kercz@cardno.com