Finance and Administration Officer -NCP

About Palladium

Palladium is a global leader in the design, development, and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90-plus countries and a global network of over 35,000 experts, we help improve economies, societies, and, most importantly, people’s lives.

About the Program

The New Colombo Plan (NCP) is a signature initiative of the Australian Government which aims to lift knowledge of the Indo-Pacific in Australia by supporting Australian undergraduates to study and undertake internships in the region. Students undertake Scholarship programs, participate in Mobility projects, and on completion join an Alumni program. The strategic objective of the NCP is t o strengthen Australia’s regional standing by building a diverse cohort of Australian alumni with deeper Indo-Pacific knowledge, capability, and connections, contributing to the development of enduring people-to-people and institutional links, as part of the Australian Government’s public and economic diplomacy.

Palladium is contracted by the Department of Foreign Affairs and Trade (DFAT) to manage the NCP Managed Administration and Support Services program (the MASS program) which underpins the effective operation of the Scholarship, Mobility, and Alumni streams, and provides the cross-cutting functions of Finance and Funds Management, Communications, Business Engagement, Risk Management, and Monitoring, Evaluation and Learning. The program provides these services to the DFAT New Colombo Plan Secretariat (NCS) oversees the program and leads on all NCP strategy, policy, and key stakeholder relationships.

Role

The Finance and Administration Officer (FAO) is responsible for providing accurate and efficient finance and administrative support for the NCP MASS program.

Location

The role is based in Adelaide on a full-time, 2 year approx. fixed term contract basis until 30 June 2025.

Primary Duties and Responsibilities

Accurate and Efficient Program Finance Support

Process program payments i.e., invoices, expense claims, reimbursements for program related expenditure ensuring compliance with the Program Management Manual.
Ensure all payment documentation is approved inline with the Program Delegation of Authority Matrix, assigned correct work breakdown structure cost code and submitted to Accounts Payable in a timely manner.
Assist the Finance Manager with reconciliation of financial data, financial reporting and internal and external audits.
Contribute to the continuous improvement of finance and administration systems and processes. Perform any other duties as assigned or directed by the Finance Manager and Contract Manager.

Support Scholarships, Mobility and Private Sector Funds Management

Process weekly scholar payments and third-party payments including domestic, international and foreign currency ensuring all payments are accurate and comply with the Program Management Manual.
Prepare monthly stipend payments for scholars and process payments on the 15th of each month. This includes investigation of variances, trouble-shooting issues and preparation of recommendations to the Senior Coordinator, Systems and Information to send to DFAT for evaluation and approval before payment.
Disperse payments to universities for the mobility funding rounds including entering invoices into the financial system and processing payments to universities from the Mobility Funds bank account.
Ensure weekly scholar payments and third-party payments documentation is approved, processed and accurately recorded into the relevant financial management system in a timely manner.

Administration Support

Support program human resource activities including recruitment, drafting contracts, coordinating travel and team member induction. Furthermore, organise team building and social events.
Support other program functional areas during key activity periods such as Mobility and Scholarship Rounds and the Pre-Departure Training activities.
Prepare and distribute key stakeholder meeting e.g. Contract Directors/ Managers Meeting minutes.
Review, edit and format documents and reports in line with NCPs Style Guide.

Asset Management

Update the Program Asset Register as assets are purchased and disposed of in accordance with head contract terms and Program Management Manual.

Effective Team Performance

Promote a positive Program and Palladium team culture.
Contribute to continuous improvement in service delivery and Program performance.
Maintain a general understanding of other program phases and functions, as well as other Palladium programs and projects, and identify areas for networking and collaboration; and
Work with a collaborative and team-based approach.

Quality and legislative compliance

Comply with Palladium policies, procedures, practices, and quality systems.
Comply with role specific policies and procedures; and
Ensure role specific procedures and all relevant documentation are kept current and available as per Program and Palladium requirements.

Key Competencies

Formal education or training in or bachelor level degree in either business, project management or commerce.
Relevant hands-on experience in program finance and administration, preferably with the Australian Government or university sectors.
Demonstrated strong financial administration skills.
Demonstrated effective stakeholder engagement experience with a wide range of stakeholders.
Demonstrated strong analytical thinking and pro-active problem solving.
Excellent organisational and computer skills especially with MS Word and Excel.
Demonstrated commitment to diversity and inclusion, particularly in a cross-cultural context.

Choose Palladium for:

If you are looking for an opportunity that will allow you to create a positive impact in the international community development space, then this is the place for you. Being part of the NCP MASS team will mean:

11% Superannuation with the opportunity to supplement.
4 weeks’ annual leave.
Great office culture with the opportunity to add tangible value.

Applications will close on 1st September 2023 and will be assessed on a rolling basis.

Please note – we are only accepting applications from job seekers with full working rights within Australia as this role is unable to be sponsored.

We are not accepting resumes from recruitment agencies for this role.

Equity, Diversity & Inclusion

Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gende r identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.

Safeguarding

We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.