Job Description

Operations and Program Support Assistant - AASAM

• Fixed-term contract to 30 June 2027 with the possibility of a one year extension
• Based in Colombo, Sri Lanka
• Applications will be assessed on a rolling basis and recruitment may commence prior to the closing date

Program Overview

Australia Awards are provided to build skills and knowledge of individuals so that they can contribute to their country’s development, and to support ongoing development of links between Australia and the countries to which it provides development assistance. The Australia Awards are an important part of the Australian Government’s focus on public and economic diplomacy, and provide long-term Scholarships, Fellowships and Short Courses, supported by a range of other capacity-building and training modalities.

Australia Awards – South Asia & Mongolia is administered by Palladium on behalf of the Australian Government’s Department of Foreign Affairs and Trade (DFAT). The Program goal is to support eight partner countries – Bangladesh, Bhutan, India, Maldives, Mongolia, Nepal, Pakistan and Sri Lanka – in achieving their development goals through education and knowledge transfer, and to build enduring relationships with Australia that advance mutual interests.

In support of this goal, the Program aims to achieve two key outcomes:

• Alumni are using their skills, knowledge and networks to contribute to sustainable development
• Alumni are contributing to cooperation between Australia and partner countries.

Australia Awards – South Asia & Mongolia is a multi-country program with service delivery offices in Colombo, Dhaka, Islamabad, Kathmandu, Thimphu and Ulaanbaatar. Leadership, coordination, and support are provided by “the Hub” – a regional team based in Colombo, Bangladesh and in Australia.

Purpose of Position

The Operations and Program Support Assistant is responsible for carrying out specific duties assigned through the Hub Office. This will include day-to-day operational, administrative and logistical support to ensure the efficient and compliant delivery of program and office activities, including procurement, facilities, safety and security, travel, events and resource management. The role will assure the highest standards of service and accountability.

Responsibilities

Operations Coordination and Office Support

• Support the day-to-day operational requirements of the office to ensure activities run efficiently and effectively
• Coordinate office administrative activities and maintain effective filing and record management systems
• Assist with document preparation, scanning, photocopying and archiving operational and program records
• Maintain supplier, service provider and contractor databases
• Support the implementation of operational procedures and administrative processes
• Provide general operational assistance to staff and visitors as required.

Program Logistics and Event Support

• Coordinate logistics arrangements for program activities, workshops, meetings and stakeholder engagements
• Support venue arrangements, transportation, materials preparation and participant coordination for activities and events
• Assist in the movement and delivery of program materials, equipment and supplies
• Provide operational support during program activities and organisational events
• Coordinate travel and transportation requirements for visitors, staff and program-related activities.

Procurement and Resource Management Support

• Support procurement processes by sourcing quotations and liaising with vendors and suppliers
• Assist with purchasing office supplies, equipment and operational materials in accordance with organisational procedures
• Maintain accurate records of assets, inventories and operational resources
• Monitor stock levels and recommend replenishment of office supplies and consumables
• Maintain supporting documentation related to procurement and petty cash transactions
• Coordinate with program and operations teams to monitor resource requirements and support cost-effective utilisation of assets
• Support and maintain effective relationships with program suppliers and other providers of goods and services as appropriate.

Facilities Management

• Support the management of office facilities, equipment, and occupational health and safety requirements to ensure operational effectiveness
• Maintain a programmed maintenance schedule and coordinate repair, maintenance and servicing requirements with landlords, contractors and service providers
• Manage office equipment and facilities and report maintenance needs in a timely manner
• Assist in maintaining workplace infrastructure and operational readiness.

Safety, Security and Risk Support

• Assist in ensuring compliance with workplace health, safety, and security policies and procedures, under the guidance of the Regional Finance and Administration Manager
• Support office inspections, risk assessments and follow-up actions relating to workplace safety security and facilities
• Monitor office security systems and report any unusual activities, incidents or security concerns affecting the office premises
• Assist with coordinating emergency preparedness activities, evacuation drills and workplace safety initiatives
• Escalate safety, security incidents and operational risks arising through appropriate reporting channels and maintain relevant incident records

External Administration Support

• Support banking transactions and authorised organisational payments
• Coordinate the submission and collection of official documents from external agencies
• Assist with payment of utilities and other organisational obligations
• Provide practical support for obtaining permits, clearances and other administrative requirements when required.

International Staff and Visitor Support

• Assist the Regional Finance and Administration Officer with visa, immigration and residency-related processes for international employees
• Support documentation and coordination requirements for international visitors and staff travel
• Liaise with relevant government authorities regarding immigration and work authorisation processes
• Maintain confidential records relating to international staff documentation.

Continuous Improvement and Team Support

• Contribute to the improvement of operational systems and administrative processes
• Identify opportunities to enhance efficiency and service delivery within office operations
• Build positive working relationships with internal and external stakeholders
• Undertake any other duties reasonably assigned by the Regional Finance and Administration Manager, or their delegate
• Contribute to an inclusive and respectful team culture.

Quality and Legislative Compliance

• Comply with all program, Palladium and DFAT policies, procedures, practices and quality systems
• Comply with role specific policies and procedures (i.e. procurement rules, fraud prevention, risk management, social safeguards)
• Ensure all relevant documentation are kept current and available on SharePoint in accordance with ISO certification requirements
• Contribute to the 2026-27 Team Objective of ‘improved knowledge sharing through better documentation and communication practices’.

Experience Required

Essential Criteria

• Minimum 5 years of relevant experience in an International NGO or development partner program in the duties mentioned in this job description
• Experience of working within a multicultural environment
• Knowledge of health, safety, security, and risk management practices, with the ability to support compliance and maintain a safe working environment
• Proficient in both Sinhala and English
• A valid, clean Motor Vehicle Driving Licence with a minimum of 7 years’ experience
• High ethical standards and a commitment to integrity and professionalism
• Flexibility and responsiveness to attend matters of urgency within short notice, including flexibility with work hours to support occasional events that take place outside normal business hours
• Proven organisational skills and attention to detail, with ability to prioritise own workload and deliver quality outputs within agreed timeframes
• Computer literacy, including use of Microsoft Word and Excel, internet and email (Outlook)
• Demonstrated sensitivity to gender, disability and social inclusion.

Reporting and Relationships

The Operations and Program Support Assistant reports to the Regional Finance and Administration Manager and works closely with all Regional Hub and Sri Lanka Country Office staff.

How To Apply

Please submit your application online, including your CV and a brief cover letter outlining your suitability for the role in line with the requirements of the position by close of business 18 November 2026.

Core Capabilities

Palladium’s Core Capability Framework defines the skills, behaviours, and performance standards expected at each level of the organisation. It underpins recruitment, leadership, performance management, career progression, and organisational design, while supporting a sustainable and ethical approach to business through equity, diversity and inclusion, safeguarding, and environmental responsibility.

About Palladium

Palladium is a global development and consulting firm, part of the GISI Consulting Group, working alongside some of the world’s leading project management and engineering organisations. We partner with governments, businesses, investors and communities to design and deliver complex programs that create lasting impact. With a presence across more than 90 countries, Palladium offers the opportunity to work on meaningful challenges, alongside talented colleagues, in environments where your work can truly make a difference.

Equity, Diversity & Inclusion

Palladium is committed to embedding equity, diversity and inclusion across all activities. We promote a diverse and inclusive workforce and ensure all applicants and employees are treated fairly and equally, regardless of background or personal characteristics. We encourage applications from all individuals and provide reasonable adjustments or accommodations where required.

Safeguarding

Palladium maintains a zero-tolerance approach to all forms of harm, including sexual exploitation, abuse, harassment, child abuse, and human trafficking. We are committed to protecting our people, partners, and communities and ensuring safe and respectful environments. All personnel are expected to uphold safeguarding standards, with successful candidates subject to enhanced screening, including safeguarding-focused assessments and due diligence, in line with Palladium’s Code of Conduct and safeguarding policies.