Full-Time ADMINISTRATION OFFICER
Job Description
Program Overview
The Vanuatu Australia Health Partnership (VAHP) represents a 15-year bilateral investment from the Australian Government to support Vanuatu’s Ministry of Health (MoH) to deliver the health components of the National Sustainable Development Plan 2016–2030. VAHP has 4 focus areas – Health Governance, Public Health Priorities, Provincial Health Services and Inclusive Workforce. This role will support all areas to ensure effective and efficient program implementation.
About DT Global
DT Global is shaping a future where sustainable development and innovation empower individuals, communities, and nations. We work in partnership with local stakeholders to foster inclusive prosperity, social equity, and environmental stewardship. Our global team of 2,500 staff and experts work in over 90 countries to solve complex problems in the peacebuilding, governance, economic development, environment, and human development sectors. With a track record of technical excellence and more than 60 years of international development experience and relationships, we deliver innovative solutions that transform lives.
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Position Overview
The Administration Officer plays a pivotal role in coordinating the program’s administrative functions, ensuring efficient practices for the VAHP office and its staff. Located in Port Vila, Vanuatu, the Officer will deliver logistics, travel, procurement and office coordination tasks for the program. The Administration Officer reports to the VAHP Operations Manager and works closely with all program team members.
Objectives of Roles
The Administration Officer is responsible for:
Office Administration
- Act as the first point of contact for clients, staff, and visitors to the office, addressing inquiries accordingly.
- Assist with onboarding new employees, including setting up workstations and preparing induction materials.
- Manage and maintain office supplies, equipment, and other inventory.
- Organise and maintain filing systems (both physical and digital).
- Handle incoming and outgoing mail, emails, and phone calls.
- Oversee bookings for the meeting room and project vehicles.
- Ensure the office environment is clean, safe, organised, and conducive to productivity.
- Manage program vehicles ensuring regular servicing, vehicle logs, registration and insurance.
- Other duties relating to project administration, as directed by the Operations Manager.
Procurement logistics & Travel
- Coordinate venue bookings and logistics for workshops/training/meetings.
- Provide travel and logistical support, including flights and accommodation, for all domestic travel across the team.
- Establish, purchase and maintain an inventory of essential office consumables such as office supplies and stationery.
- Oversee the program’s asset register ensuring it is routinely updated.
- Organise payments to vendors for various services and manage petty cash.
- Develop and maintain preferred suppliers list for services such as stationary, accommodation, venue hire, and transportation, etc.
- Respond to requests for information from program staff and other stakeholders.
Click on the link or copy paste it to access the full Terms of Reference for this position: https://bit.ly/3VkruCZ
About You
Selection criteria:
- Tertiary qualification or equivalent experience in general administration, procurement & logistics
- At least three years of practical experience in project management and/or administrative support in a small to medium size project/organisation.
- Familiarity with Procurement procedures, policies, and best practices.
- Strong organisational and multitasking skills, with the ability to prioritise and meet deadlines.
- Ability to work under pressure whilst ensuring accuracy and attention to detail.
- Proficient in using MS Office (Word, Excel, PowerPoint) and other relevant software applications.
- Strong verbal and written communication skills.
- Ability to handle sensitive and confidential information with integrity.
- Good interpersonal skills and the ability to work collaboratively in a team environment.
- MUST have a valid driver’s license (motor/common) including clear driving records.
Click the ‘Apply Now ‘ button on the following link . Position Description
How to Apply
Please submit
- Your CV
- A cover letter addressing the selection criteria
APPLICATIONS CLOSE: Sunday, 22 December 2024, 11:59pm AEST
Should this role be of interest, we encourage you to apply as soon as possible. Kindly note only shortlisted applicants will be contacted. All applications will be reviewed on a rolling basis.
DT Global is committed to child protection and safeguarding the welfare of children in the delivery of our international development programs. We are committed to Safety and the Prevention of Sexual Abuse and Harassment (PSEAH), and bribery prevention. DT Global is an equal opportunity employer and we encourage women, men, people with diverse backgrounds and people living with disabilities to apply. This program is funded by the Australian Government and Managed by DT Global.
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