Ausaid Program Officer - Mongolia: Candidate Information Pack PN20488

AusaID Program Officer - Mongolia: Candidate Information Pack PN20488

AusAID Ulaanbaatar, Mongolia

Program Officer

Candidate Information Pack

Reference Number: PN20488

Application deadline: 08:30am Wednesday 30 January 2013

How to Apply:To apply, please prepare material and submit by email in accordance with the instructions on page 5-6 of this pack.

Enquiries to: Mongolia Talent Network
Email:
Phone: +976 7711 8250 or +976 7711 8251

Title / Program Officer
Classification / Overseas-Based(‘O-Based’) Level 5
Division/Branch/Section / East Asia Division, Asia Strategies and Partnerships Branch, North Asia Section
Reports to / AusAID Senior Program Manager, Ulaanbaatar, Mongolia
Security Clearance Level / Not applicable
Location / Ulaanbaatar, Mongolia
Total Remuneration Package / Upto $25,000Australian dollars (AUD) per annum
Job Type / Fixed term employment upto 12 months with the possibility of an extension and/or permanent employment

About AusAID

The Australian Agency for International Development (AusAID) is the Australian Government agency responsible for managing Australia's overseas aid program. AusAID is an Executive Agency within the Foreign Affairs and Trade portfolio and reports to the Minister for Foreign Affairs.

AusAID’s PeopleObjective

AusAID’s objective is to help people overcome poverty. This serves Australia’s national interests by promoting stability and prosperity both in our region and beyond. Australia is committed to the Millennium Development Goals, the internationally agreed targets for poverty reduction. AusAID’s five strategic goals are:

saving lives
promoting opportunities for all
sustainable economic development
effective governance, and
humanitarian and disaster response.

AusAID's head office is in Canberra. AusAID also has representatives in 39 Australian diplomatic missions overseas.

For more information about AusAID visit

The growing aid program and changing approaches to aid management means AusAID needs to ensure its workforce has strong capabilities in two critical areas. The first is in public policy, as required by a responsive, credible and effective public service agency. The second is in the core operations of the aid program, including designing, managing and delivering good quality aid and conducting effective aid policy dialogue. These two critical skill sets are not mutually exclusive. Underpinning both are the foundation skills required of all AusAID employees.

AusAID in Mongolia

AusAID is opening its first office in Mongolia in April 2013 to manage a growing and increasingly complex aid program. To date, delivery of the AusAID Mongolia Program has been managed by AusAID’s Beijing Post. The opening reflects the strengthening bilateral relationship between Australia and Mongolia.

The new Ulaanbaatar Post will be responsible for ensuring that Mongolian government policy, multilateral priorities and local circumstances (including the views of civil society) are reflected in AusAID’s program policies and delivery. The post will comprise two staff: a SeniorProgram Officer and an Program Officer. Both positions are ‘overseas-based’ (O-based) and will report to the AusAID Counsellor in Beijing.

AusAID’s work in Mongolia involves providing assistance in areas of need, such as delivering water and sanitation facilities for disadvantaged communities and strengthening governance and environmental safeguards in the mining sector. AusAID also supports strengthened human capacity in Mongolia’s public and private sectors through provision of scholarships, and supports an active Australian Volunteers for International Development program in Mongolia.

POSITION DESCRIPTION

The Program Officer(Mongolia) will be responsible for undertaking the following duties, plus others as directed:

Policy and Program Development

Under supervision and exercising sound judgement and initiative, the Program Officer will contribute to the achievement of Australia’s aid objectives in Mongolia by:

Conducting review and development of MASP (including finances) and advising the Senior Program Officer on strategic program direction and important issues as they emerge
Proactively and efficiently managing the implementation of MASP including the MASP subsidiary agreement between the Governments of Mongolia and Australia, through effective analysis, influence and negotiation
Liaising with key national counterparts, other donors and whole of government partners – including undertaking representational work on behalf of AusAID
Liaising with AusAID Canberra on the MASP to ensure headquarters has sufficient information to guide the MASP strategic direction including providing high quality policy analysis and supporting high level visits/ meetings
Supporting the Senior Program Officer on other AusAID programs in Mongolia, as necessary
Coordinating logistics associated with program implementation (e.g. missions, visits, meetings etc)
Ensuring that program files (both electronic and hard copy) are up to date and conform to Agency standards

Program Management, Monitoring and Delivery

Ensure the effective management and delivery of MASP and other programs as necessary within sectors of responsibility through:

undertaking monitoring and evaluation of related activities, ensuring they are consistent with relevant AusAID policy including, monitoring and reporting on the implementation of specific initiatives
undertake financial and administrative duties across programs as required

Finance and Administration

The Program Officer will be responsible for managing the finance and administration of Mongolia post. The specific responsibilities of the position include the following:

Preparing Post’s annual departmental budget, financial performance reports and tracking expenditure against allocations on a regular basis
Working closely with Austrade and AusAID finance sections to ensure alignment with necessary administrative procedures and regulations
Liaising with auditors and AusAID Finance sections as required and maintaining up to date knowledge of AusAID financial policies and their application
Exercising financial delegation as per AusAID’s finance manual
Preparing & managing staff contracts. Liaising with Canberra regarding conditions of employment
Recording and managing staff leave
Arranging asset disposal and ensuring compliance with AusAID’s policies and Guidelines
Managing AusAID files in compliance with Australian Government record keeping standard
Managing storage & overseeing record keeping of all files maintained at Post

Communication and Relationship Management

Ensures relationships with development partners and stakeholders are maintained by:

Maintaining accurate and up-to-date activity data on AusAID systems

REPORTING ARRANGEMENTS:

This position reports to the Senior Program Officer.

POSITION AUTHORITIES:

Financial delegationsAUD$5000 approval limit

StaffThis position has no staff to supervise.

ELIGIBILITY REQUIREMENTS:

Applicants must possess an undergraduate degree, be prepared to travel outside of Ulaanbaatar and possess excellent written and oral communication skills in English. Applications are invited from suitably qualified persons. Local nationals are encouraged to apply.

The following skills are essential:

Program management and financial management experience
Fluent spoken and written English
Well-developed computer skills
Capacity to undertake travel from time to time, for example to Canberra or Beijing for training/networking purposes

The following are highly desirable:

Mongolian language skills
Human Resources management knowledge / experience
Knowledge of the Australian Government’s development co-operation program and policies.

SECLECTION CRITERIA

The following criteria will be used to assess a candidate’s suitability for a position. The capabilities outlined under each of the criterion are not in themselves additional criteria and it is not intended that candidates address each and every capability.

Supports strategic direction

Supports shared purpose and direction
Thinks strategically
Harnesses information and opportunities
Shows judgement, intelligence and common-sense

Achieves results

Identifies and uses resources wisely
Applies and builds professional expertise
Responds positively to change
Takes responsibility for managing work projects to achieve results

Supports productive working relationships

Nurtures internal and external relationships
Listens to, understands and recognises the needs of others
Values individual differences and diversity
Shares learning and supports others

Displays personal drive and integrity

Demonstrates public service professionalism and probity
Engages with risk and shows personal courage
Commits to action
Promotes and adopts a positive and balanced approach to work
Demonstrates self-awareness and a commitment to personal development

Communicates with influence

Communicates clearly
Listens, understands and adapts to audience
Negotiates confidently

Aid Management, Development Policy and Country/Region specific knowledge

Awareness of the Australian Government’s international development priorities and policy, and approach to official development assistance to Mongolia.

Sector/Corporate/Operations specific knowledge, skills and experience

Demonstrated professional/technical qualifications, knowledge or experience in project management and Corporate Services (especially those listed in the position description).

How to Apply

To apply, please send an email to by 08:30am Wednesday 30 January 2013 with your application as a single attachment (preferably doc, docx or rtf file format) including CV, referees and claims against the selection criteria as detailed below. Please ensure your email and the application include your full name and the job to which you are applying (PN20488 AusAID Program Officer).

CV(maximum of 3 pages in length). Your CV should outline:

Personal details (including full contact details)
Note: Do not include marital status, religion or date of birth
Employment history
Education, qualifications and relevant training
Interests/hobbies if they demonstrate personal achievements or relate to the selection criteria

Referees: Details of two professional referees. For each, please indicate their name, contact details (phone number, email) and how you know them. Ideally, one will be your current or recent supervisor. If you require us to notify you before the referee is contacted, please indicate this in your application.

Claims against the selection criteria. Your application should include a written response to each of the three questions below, demonstrating how you meet the Selection Criteria. In total no more than 1500 words (500 words or less for each question).

Question 1 –500 words or less

Selection Criteria 7: Specific specialist/professional knowledge, skills and experience

Describe your relevant project management knowledge, skills and experience within an aid and/or development environment.

Question 2 – 500 words or less

Selection Criteria 1: Supports strategic thinking

Selection Criteria 2: Achieves Results

Describe a recent achievement or activity in an aid or development environment and the tools and methodologies you use for planning, executing and monitoring aid/development strategies. The example should also demonstrate achieving results in a challenging or complex environment and demonstrate how the achievement contributed to the overall success of your team/organisation.

Question 3 – 500 words or less

Selection Criteria 3: Supports productive working relationships

Selection Criteria 4: Displays personal drive and integrity

Describe a recent achievement, activity or task which demonstrates your capacity to positively, effectively and consistently contribute to team building/mentoring/leadership, team delivery and overall positive team dynamics.

Selection criteria 5: Communicates with influence

Describe a recent achievement, activity or task which demonstrates your communication, negotiation and representation skills.

Note: Communication skills will also be assessed from your application and, if you are selected for interview, your interview performance and referee reports.It is expected that all staff in AusAID, regardless of their role, will have an awareness of Aid management and development. An individual response against criterion 6 is not required in your application however it will be assessed at interview, if you are selected for interview.

The selection process

Acknowledgement

Your application will be acknowledged within 4 days of the closing date.

Shortlisting

Shortlisting of candidates would be expected to commence soon after the closing date for applications. The timeframe for shortlisting will depend on the size of the field, and may take several weeks to complete. The Committee will shortlist candidates against the selection criteria and only those candidates who demonstrate the strongest claims will be selected for interview. Candidates not selected for interview will be notified via email.

Due to the high number of applications received by AusAID, the Committee are unable to provide individual feedback to those candidates not selected for interview.

Assessment of candidates

The Committee may use a variety of methods to assess candidates. These may include an interview, a written exercise, a short presentation, a group exercise, or a specific skills test.

Interview

Generally AusAID proceeds to interview, however on occasion we may decide not to proceed to interview and selection may be made on application and referee reports only. AusAID will consider candidates to be available for interview from the date applications close, unless you are advised otherwise. It is expected that overseas and interstate candidates will be interviewed by telephone in the first instance. The Committee will give you a minimum of three days’ notice prior to your interview. Upon notification of your selection for interview, you should advise AusAID of any special requirements.

All candidates interviewed will be advised of the outcome via email. Candidates selected for interview may request feedback from the Committee regarding your candidacy for the position(s).

Referee Reports

Details of two professional referees should be listed in the CV (resume). On occasion only one referee report will be sought unless the committee requires further clarification.

Selection

AusAID’s staff selection process is governed by the merit principle. The merit principle requires that selections are based on abilities, qualifications, experience and standard of work performance as reflected in the selection criteria and preclude discrimination on the basis of age, gender, race or sexual preference.

Order of Merit and Placement

Suitable candidates will be placed on an order of merit and may be offered a position up to 12 months from the date of advertising. Being found suitable does not guarantee a promotion, transfer or offer of employment. If a candidate declines the position offered, they will be placed back on the order of merit, and may be offered a position within the 12 month timeframe.

Workplace Diversity

Australian Public Service Agencies benefit from having a diverse workforce. At AusAID, managing diversity is particularly important because of the nature of the work we do, and the multicultural environment in which we operate.

AusAID supports the individual strengths and needs of our employees. Our agency is committed to increasing the number of Indigenous Australians and people with disability in the workforce. In addition, AusAID provides a flexible work environment to support other diversity groups including mature age workers, employees from culturally and linguistically diverse backgrounds, women and parents and carer’s.

AusAID has a Disability Action Plan that outlines our approach to improving the number and rate of retention of staff with disability in the agency. Our agency is committed to making reasonable adjustments to ensure that current and future employees with disability are supported to work to the best of their ability in a safe and supportive environment that meets their needs.

If you require assistive technology or disability assistance please contact the AusAID Disability Coordinator on (02) 6178 5616 or

Page 1 of 7September 2018