The way we work

ABV values collaboration and sharing of technical skills, experience and learning as imperative to the delivery of consistent, quality outcomes across all programs and partnerships.

The following principles guide the way we work together across the team.

Initiative

We take a strategic lead in working with communities, partners and other stakeholders. We use our initiative to make decisions and drive action.

Innovation

We are energetic and inquisitive. We are hungry to learn new things, engage with our community and do things differently. We explore innovative ideas and test our assumptions.

Implementation

We deliver with care and attention to detail. Our systems and our way of doing the work hits our KPIs and builds capacity and capability.

Impact

We make a difference in everything we do. We look for ways to amplify our impact. Our monitoring and evaluation systems provide transparency and accountability for communities, funders, partners and stakeholders.

PURPOSE OF THE ROLE

The Program Officer will work closely with the line manager (PMO Coordinator) and wider Program teams to support the implementation of ABV’s Australia and Pacific Programs and achievement of program outcomes through provision of administrative, coordination and technical skills. The key objectives of this role are to:

• Support and engage with the Program Team and partner staff (as required) to ensure seamless delivery of program(s) and project(s), thereby improving resource efficiency, program effectiveness and operational consistency.
• Collaborate across the organisation to deliver a positive volunteering experience for ABV’s Skilled Business Professionals (ABV volunteers), ensuring they can productively engage as part of the Program team in the delivery of our partnership programs and projects.
• Support continual improvement processes across the organisation including program monitoring, evaluation and learning activities, program activity delivery and volunteering experience

KEY RESPONSIBILITIES AND DUTIES OF THE POSITION

Program Delivery:

• Develop an in-depth understanding of program scope and particulars (i.e. timeframes, financials, risk plans, MEL (monitoring, evaluation and learning) frameworks, reporting requirements, etc.) as well as processes, policies, and documentation requirements to:
  • Collaborate closely and provide proactive support to in-country/place-based program and partner staff.
  • Maintain thorough program documentation including program calendar/schedule and milestones, and relevant databases.
  • Manage and facilitate the flow of project related information among program team members.
  • Support regular program monitoring activities, including implementation, data collation, analysis and/or reporting.
  • Support monitoring of direct budget expenses and budget acquittals as required.
• Support the logistics for SBP and ABV staff visits, organising project events/workshops and program meetings, ensuring required program resources and equipment are always available
• Identify issues or risks (incl. volunteer welfare) and escalate to relevant program team member/Volunteer engagement team member to address (per the risk management plan/s for the program/s)
• Support the evaluation of program/s, as required, including logistics and coordination of evaluation activities and collation of data
• Lead, with support/guidance from Line manager and/or relevant program team, implementation of special projects as agreed
• Ensure the way programs are delivered aligns with organisational process while identifying opportunities for continuous improvement

Volunteer / Partnership Engagement:

• Support the recruitment of volunteers, working closely with the Engagement and Program teams, including facilitating conversations between internal teams, stakeholder consultation, Terms of Reference development, review and shortlisting of applicants, communication and interview scheduling, support to conduct interviews, etc.
• Upon recruitment of volunteers for a role, support and coordinate on-boarding and mobilisation processes including budget approvals, allowances and reimbursements, working closely with the Mobilisation Lead.
• Support volunteer project briefing and collaboration activities including providing relevant project documents, supporting online briefing sessions (incl. scheduling, recording and distributing recordings), with a view to leading these program briefing sessions within 3 months.
• Support to volunteers’ training preparations, delivery and debriefs, working closely with the Training & Development Manager, including coordination of meetings, documentation/update tracking, updates to materials (as required, guided by Training & Development Manager), capturing feedback and learning as part of continual improvement process.
• Supporting volunteers and partner staff to upskill on ABV’s shared platforms (incl. Teams, SharePoint, Outlook, Monday.com, MURAL, etc.).
• Support the monitoring and welfare management of volunteers during their placements, including regular check-ins, troubleshooting, etc. escalating issues as required to the line manager
• Provide tailored engagement support to agreed corporate partnerships, as defined and agreed with the line manager
• Support the collection and collation/analysis of feedback and insights from volunteers and partners for reporting on program performance

Business Development & Communications:

• Regularly review tender websites and identify opportunities for business development
• Participate in tender and grant application processes including research, design, development and review, as required
• Support communications activities as required, including administration related to stakeholders, collection of data, case studies, photos and other collateral as well as signed release waivers for ABV and partner communications
• Identify opportunities for continual improvement
• Any other duties reasonably required by the line manager.

ACCOUNTABILITIES

• Act as main point of contact for all engaged volunteers, per assigned program/s and/or project/s, supporting smooth engagement by ensuring all processes, logistics and documentation are followed to support the effective delivery of the program/project.
• Deliver coordination and logistics activities to support successful program delivery.
• Support program implementation activities including regular program monitoring activities.
• Support regular budget monitoring activities, as assigned, ensuring regular acquittals throughout program cycle.
• Ensure relevant standards, processes and regulations are upheld, including maintenance of compliance records.
• Support the monitoring of risks and escalate issues as required to relevant program team member (per the risk management plan for each program/project).

KEY PERFORMANCE INDICATORS

• Contribute to a positive and collaborative culture across ABV.
• Support to deliver program(s)/project(s) on time, within budget (as directed), and in alignment with strategic objectives.
• Provide proactive and consistent coordination support across all aspects of program delivery (as assigned by Line Manager).
• Contribute to continual improvement of program processes and share technical expertise across the team.
• Maintain and strengthen relationships with key stakeholders (as assigned) to ensure program/s continuity.
• Support progression of opportunities for evolving or expanding program/s and/or project/s.
• Support the organisational Monitoring, Evaluation and Learning (MEL) system to be embedded within your program/s.
• Support delivery of effective communication and engagement plans aligned with program objectives.
• Support the development of new programs (as identified) through research and coordination activities.
• Contribute to maintaining income for existing programs, ensuring income is realised as per the payment agreement terms.
• Key behavioural KPIs:
  • Proactiveness: Taking action without needing to be prompted, and always looking for ways to contribute, whilst working consistently with urgency towards organisational mission.
  • Adaptability: Being open to change and willing to try new approaches.
  • Responsibility: Takes ownership for their actions and outcomes, admits mistakes and learns from them.

SELECTION CRITERIA

Essential Requirements

• Formal qualifications in a relevant field e.g., community or international development, project management, business administration or similar.
• Minimum 3 years’ experience in project coordination, program administration and/or operating procedures such as developing and managing project scheduling, budgeting, monitoring and progress reports.
• Proven experience and success working cross-culturally (First Nations and/or Pacific community experience desirable).
• Basic financial understanding including budgeting, revenue and costs.
• Demonstrated effective teamwork skills while working remotely.
• Ability to independently manage workload in a fast-paced environment, including managing multiple priorities under tight timeframes and proactively troubleshooting to meet short- and long-term deadlines.
• Excellent interpersonal, written, and verbal communication skills.
• Demonstrated attention to detail with excellent analytical and creative thinking skills.
• Comfortable working online and highly competent in the use of word processing, spreadsheets, video conferencing and project management tools.
• Ability to work with database applications such as Salesforce and Monday.com.
• Work Rights & Eligibility: Must be based in Australia and have full-time work rights.

Desired Requirements

• Experience coordinating community and/or international development projects.
• Experience in volunteer engagement and/or coordination.

What We Offer You

• A rewarding career with a respected not-for-profit organisation.
• Up to $15,899 NFP salary packaging available.
• Work-Life Balance and Flexibility - Benefit from a flexible working environment
• A supportive, inclusive and collaborative work environment.
• Opportunities for professional growth.