Operations & Administrative Officer

Program overview

The Mekong-Australia Partnership on Transnational Crime (MAP-TNC) seeks to build deeper and stronger cooperation between the Australia and Mekong countries to address transnational crime and aligns with the strategic priorities set out in Partnerships for Recovery: Australia’s COVID-19 Development Response (May 2020). The sub-regional program will address operational and strategic transnational crime threats identified by Mekong countries, such as drug trafficking, child exploitation and financial crimes. The Partnership is led by DFAT and implemented by Australian Public Services Agencies (APS) working on TNC.

Palladium has been contracted to manage a Partnership Support Unit (PSU) to MAP-TNC. The PSU will provide logístical and development support by responding to specific APS agency and MAP-TNC partner requests during the implementation of activities in Mekong countries where needed.

Objective of this role

The Operations & Administrative Officer (OAO) will provide administrative, financial and general operational support to ensure program is progressing efficiently and compliant to relevant policies and procedures, workplans and budgets by liaising closely with the Palladium corporate team, stakeholders and PSU MAP-TNC team. The role will also provide more general program support and coordination for DFAT and implementing agencies, Country Coordinators and the technical team from the Bangkok hub.

Key Responsibilities:
Operations & administration

Provide support in recruitment process, track and maintain leave database and closing balances of leave to ensure they are current and accurate.
Provide support in procurement process including market surveys to identify supply source of items, evaluation of the quotations, negotiations with vendors/service providers; follow-up and liaise with vendors/service providers to ensure timely delivery and all payments, invoicing and budgeting information is accurate.
Provide administrative support including translation, maintenance of diaries, scheduling and arranging meetings, travel arrangements, events/meeting organisation etc., to ensure efficient operation of the program.
Manage and maintain office and program database in SharePoint system to ensure critical documents and files are regularly saved electronically.

Finance

Provide general financial support and coordinate with the Palladium corporate team on advance and payment requests by preparing monthly requests, verifying documentation, collecting receipts and clearing payments to ensure timely liquidations of expenses.
Review, monitor and work closely with accounting team on monthly financial, preparation of the monthly closing period and accounting works.
Ensure the maintenance of appropriate financial records and that financial transactions are properly updated and systematically recorded.
Ensure database backups, assist Palladium corporate team and accounting team in the reconciliation of balance sheet control accounts on monthly basis and at year end.

Program

Assist in coordinating the program activities between PSU, DFAT and implementing partners.
Participate in program meetings and take minutes and/or notes of such meetings and distribute minutes as requested.
Build and maintain relationships with DFAT, governmental partners agencies and implementing partners.
Perform other related duties as required.

Qualifications and experience

8 years of experience in operations and good knowledge of finance and accounting.
Fluent spoken and written English.
Excellent verbal and written communication skills.
Proficiency in MS office, spreadsheets and financial accounting.
Good reporting, data entry management and general math skills.
Meticulous attention to detail, deadline-oriented, excellent organizational, time management and project management skills.
Good interpersonal, flexible and willing to adapt, ability to work well in a diverse work environment and be able to perform under pressure and tight deadlines.

Company Overview:
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.