Job Description

Program Coordinator - AASAM

• Based in Australia (Brisbane or Adelaide preferred)
• Fixed-term until 30 June 2027 with the possibility of a one year extension
• Applications will be assessed on a rolling basis

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 (AASAM) 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 Program Coordinator is responsible for a range of project coordination and support activities, including procurement, contracting, financial and operational activities, ensuring effective, compliant and well-documented delivery in line with Palladium and Commonwealth Government requirements.

Responsibilities

Procurement and Contracts

• Support procurement of short courses and Australian Professional Opportunities in line with Palladium and Commonwealth Government procurement policies and rules, often with short deadlines and conflicting procurement schedules
• Provide support to establishing Technical Assessment Panels (TAPs) for procurement assessments, including scheduling activities and sourcing, vetting and contracting short-term consultants
• Maintain a live register of pre-vetted technical experts to support rapid short course procurement processes
• Manage contract negotiations with providers, escalating and advising on complex matters in coordination with Senior Management and Palladium Legal
• Continue to transition legacy contracting templates with providers as required
• Contribute to the development and maintenance of AASAM systems and processes to support compliant and efficient procurement of goods and services
• Work with AASAM management and colleagues to prepare tender documentation and provide advice on procurement processes in accordance with Palladium and Commonwealth Government requirements and the AASAM Head Contract
• Manage AASAM contract records, including generating agreement numbers, updating the Contracts Register, and maintaining thorough and accurate records in line with program information management systems
• Prepare draft contracts and supporting documentation for other program engagements and undertake due diligence for review by the Senior Program and Operations Manager and other internal stakeholders as required.

Finance

• Understand and support Australia-based program finances relating to forecasting and reporting on short-term engagement activities and other Australian-led expenditure
• Contribute to program financial planning as required
• Track and manage subcontract expenditure, including coordinating approvals and submitting accurate invoices to Accounts Payable
• Support other finance duties as required, including coding payment requests and assisting with administrative financial tasks, as requested by the Senior Program and Operations Manager or Regional Finance and Administration Manager.

Quality and Legislative Requirements

• Comply with DFAT and Palladium policies, procedures, practices and quality systems
• Contribute to process improvements with internal Palladium stakeholders, including Legal, to ensure AASAM continues to meet current compliance requirements and operates efficiently and effectively
• Comply with role-specific policies and procedures, including Commonwealth Procurement Rules
• Ensure role-specific procedures and relevant documentation are current and available on SharePoint in accordance with Palladium's ISO certification requirements and AASAM's information management processes
• Contribute to the 2026-27 Team Objective of ‘improved knowledge sharing through better documentation and communication practices’.

Administration and General Ad Hoc Duties

• Provide administrative and project support to the Senior Program and Operations Manager and AASAM team as required, including support for monthly and annual program reporting
• Lead and support small projects identified by the Senior Program and Operations Manager, including activities associated with preparation for program close out.
• Provide support for long and short-term recruitment activities as required
• Support and/or lead program travel logistics including travel bookings; supporting safety and security briefings; coordination of required travel documentation, including visas and insurance; and collection and filing of personnel information and pre-departure documentation on SharePoint
• Assist with Emergency and Critical Incident Response as required
• Support Continuous Professional Development Solutions, Scholarship Enrichment and Alumni Engagement team members with the preparation and delivery of Australia Awards events as required.
• Establish positive and effective relationships with key stakeholders, including activity providers
• Liaise regularly with program personnel to support effective and timely communication
• Participate in regular one-to-one meetings with the Senior Program and Operations Manager and Program Enablement Team meetings.

Core Behaviours

• Accountability
• Works autonomously
• Detail orientation
• Positive collaboration
• Client focus
• Decision-making
• Respect.

Experience Required

Essential Criteria

• Minimum 5 years experience in procurement and contract management with demonstrated knowledge and experience in contracting, purchasing and tendering processes
• Strong professional communication skills particularly within a cross-cultural context
• Demonstrated understanding of risk management principles and cost benefit analysis, or a willingness to learn
• Ability to set priorities, analyse problems, formulate clear and effective solutions and coordinate a number of tasks simultaneously to achieve deadlines and meet stakeholder requirements
• Experience of working effectively in a culturally diverse environment
• Ability to contribute ideas to enhance the role and to demonstrate initiative and flexibility
• Ability to develop and maintain positive working relationships with internal and external stakeholders.

Desirable Experience and Skills

• Relevant experience in international development, international relations or project management
• Knowledge of the Australian Aid Program and/or experience living overseas
• Knowledge of the South Asia and Mongolia region.

Reporting and Relationships

The Program Coordinator reports to the Senior Program and Operations Manager and works closely with the Continuous Professional Development Solutions and Scholarship Enrichment and Alumni Engagement teams.

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.

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.