<Scholarships Coordinator

SCHOLARSHIP COORDINATOR

We are searching for an experienced SCHOLARSHIP COORDINATOR for Australia Awards Timor-Leste.

Primary Duties and Responsibilities

The Scholarships

• Coordinator (SC) is a member of the AATL senior management team and is
• responsible for overseeing the delivery of the Australia Awards Scholarship
• program including selection and pre-award processes, on-award and post-award
• support. The Scholarships Coordinator also plays a key role in the development
• and implementation of AATL short course programming, with a particular focus on
• English language training for underrepresented groups in the scholarship
• program. The SC ensures that the program is delivered to best practice
• standards, aligned to Australia Awards global policies and key DFAT policies
• and standards including gender equity, disability and social inclusion (GEDSI),
• safeguarding and do-no-harm approaches.
• The primary
• responsibilities of the Scholarships Coordinator are to:
• Scholarships and

Alumni Support

• With support from the AATL Team Leader, lead the efficient and professional delivery of the Australia Awards Scholarships program and relevant short courses, including developing and implementing the AAS workplan and budget.
• In collaboration with the Team Leader, provide advice to Australian Embassy officials for quality assurance and risk management for Australia Awards Scholarships, including capitalising on emerging opportunities and changes.
• Oversee the delivery of AAS pre-award and on-award activities, including leading selection and placement of candidates, facilitating pre-departure briefings, supporting mobilisation of awardees, and liaising with Australian tertiary education providers.
• In collaboration with the Alumni Secretariat Coordinator and the Timor-Leste Australia Alumni Association (TL3A), support post-award activities with alumni as required.
• Lead an annual review of AATL scholarship and short course selection activities to ensure that future scholarship intakes and course offerings are fit-for-purpose and represent value for money.
• Work with the AATL Finance and Operations team to develop and track the AAS and short course budget, including liaising with key suppliers to ensure timely and accurate budget execution.
• Monitor the on-award progress of scholarship awardees including: new arrival students, ongoing students, final year students, and any students considered at-risk.
• Work collaboratively with AATL staff and advisers to implement the AATL GEDSI strategy and advance the inclusion of women, people with disability and rural candidates in the scholarship program and AATL short courses.
• Ensure full compliance with all relevant polices and processes (including the Australia Awards Policy Handbook as well as other Palladium and Australian Government policies), including procurement, privacy, and information management processes.

Monitoring and

Evaluation

• Support the Senior Program Officer (SPO) and Monitoring, Evaluation and Learning (MEL) Adviser to ensure all scholarship and short course data is stored and managed effectively.
• Support the AATL Team Leader to prepare key deliverables including monthly and annual reports, annual workplans, selection report and other reports as required.
• Work with the SPO to collate data as required or requested by the Team Leader or Australian Embassy counterparts.
• Provide input into questionnaires, surveys, and other MEL tools and reports as required.

Management

Responsibilities

• Directly supervise the work of the SPO as well as AATL interns to support improved capacity and professional development, and maintain collaborative working relationships with other team members.
• Participate in meetings of the AATL senior management team, including a monthly briefing with Australian Embassy representatives.
• Represent AATL in events, forums and meetings with key stakeholders.
• Other duties as discussed and agreed with the Team Leader if required.

Reporting requirements

Reporting

requirements for the Scholarships Coordinator include to:

• Provide regular updates to the AATL Team Leader through individual and team meetings, highlighting progress of implementation, as well as any challenges, opportunities and risks.
• Monitor and report on AAS and short course selection processes, pre-departure activities, and scholar performance in Australia (e.g. through student progress reports, on-award surveys).
• Contribute to AATL formal reporting through monthly reports, annual reports, and any other reporting.
• Undertake regular performance reviews (informally every six months, and formally every 12 months) with the Team Leader.

• *Note that all information must be stored securely
• following Palladium processes, and the SC must ensure the confidentiality and
• safekeeping of all documents relating to AATL activities including the AAS
• selection process.
• Supervision and relationships
• The Scholarships Coordinator reports to the AATL Team Leader and works
• in collaboration with the entire AATL team.

The role directly supervises the

Senior Program Officer and two AATL interns. In addition, the SC is expected to develop and maintain

collaborative, professional relationships with:

• The Australian Embassy in Dili, the Australia Awards Global Support Unit (GSU), and the Australia Awards Section in Canberra.
• Australian tertiary institutions, including universities and training providers.
• AAS and short course alumni, as well as other stakeholders and suppliers.

REQUIRED QUALIFICATION

• The Scholarships Coordinator is a busy role
• with a diverse range of responsibilities, suitable for highly efficient
• individuals, capable of managing multiple tasks independently. Key
• qualifications and experience required for the SC include:

• Tertiary qualifications in a relevant area of study or equivalent work expertise/experience;
• Demonstrated experience supporting program operations and activity implementation for Timor-Leste development programs, preferably related to education/training/scholarships;
• Experience establishing and maintaining productive relationships with a range of stakeholders, including with international donor agencies, tertiary/training institutions, and/or government;
• Demonstrated ability to develop and implement workplans and manage activity budgets;
• Strong administration, communication and facilitation skills, and the ability to deliver a range of activities including information sessions, pre-departure briefings, workshops, and other events;
• Experience implementing monitoring, evaluation and learning activities, and producing (or contributing to) program reporting;
• Experience supervising locally engaged staff in Timor-Leste, with the ability to coach, develop and build the capacity of team members;
• Demonstrated understanding of gender equity, disability and social inclusion issues and a commitment to addressing barriers to equitable access within AATL activities;
• Well-developed oral and written English and Tetun language skills, and the ability to communicate professionally in both languages;
• Ability to work independently, prioritise tasks, show initiative, and adapt within a busy program;
• Demonstrated analytical, problem-solving and risk management skills;
• Ability to work effectively with individuals and teams across all levels of the program;
• Has strong time management skills
• Understanding and familiarity with the Australia Awards Scholarship program and/or Timor-Leste Australia Alumni Association (TL3A); and
• Prior experience working on Australian Government-funded programs (desirable).

• EMPLOYMENT TYPE: Fixed-Term (local engagement staff)
• LOCATION: Dili, Timor-Leste
• Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.