AusAID CHINA
 
AusAID CHINA
   SENIOR PROGRAM OFFICER
 
GENERAL
 

The Beijing Post of AusAID is responsible for the delivery of the Australian Aid program to China and Mongolia. The Post has a particular responsibility to ensure that knowledge and understanding of China and Mongolia government policies and directions, local circumstances and local agencies underpin program policies and delivery. The Post is headed by a Counsellor with two A based staff and thirteen locally engaged staff working in a team environment.
 

The new Country Program Strategy for China (2006-2010) was endorsed by the Ministry of Commerce and AusAID in November 2005. The new strategy requires a significant shift in how the development cooperation program is structured and delivered. The strategy focuses on higher-level engagement centred on policy, planning and management, particularly at the national level. It will incorporate flexibility and responsiveness and draw increasingly on the expertise of other Australian Government agencies.
 

The aid program to Mongolia was recently reviewed in April 2006. Taking forward the recommendations from this review will be a key task of this position.
 

The White paper on the Australian Government’s Overseas Aid program, Australian Aid: Promoting Growth and Stability, launched in April 2006 will guide future development of the North Asia program.
 
To achieve good results in higher-level engagement significant attention will need to be given to the forging of strategic relationships with Chinese and Mongolian counterparts, Australian Government agencies, other donors and multilateral organisations.
 
POSITION PURPOSE:
 
  • To manage and monitor designated development activities of the Australian aid program in Mongolia and China (health sector) and ensure that aid objectives are met within budget
  • To contribute to the achievement of high quality development outcomes.
  • To facilitate effective partnering between Managing Contractors and Chinese and Mongolian counterparts to leverage better aid outcomes.
(Note: The activities assigned may vary from time to time in response to changing work pressures.)
 
KEY RESPONSIBILITIES: 
 
Planning and Policy
 
 1) To contribute to the achievement of Australian aid objectives for China and Mongolia by:
  • undertaking analysis of issues and policy matters relating to area of direct responsibility and preparing briefing papers where appropriate
  • keeping abreast of trends and policy directions of the Chinese and Mongolia government
  • contributing to the development of the Program through input into annual planning processes and other strategies and policy development
  •  contributing to the development of all relevant Program plans such as through joint Desk Post Work plans, Post monitoring plan etc
  • identifying and reporting on linkages between projects and activities under direct area of responsibility and other aid activities, both within AusAID and other donor programs
  • seeking clear policy direction from A Based staff where required
  • participating as a member of review and design teams as requir
Relationship Management
 
 2) To encourage joint management and monitoring of program activities by:
  • liaising with defined government Ministries/Institutions, other relevant agencies and stakeholders within China and Mongolia
  • representing AusAID in liaising and negotiating with contractors, consultants and implementing partners on assigned projects and activities
  • proactively engaging with and representing AusAID with senior Chinese and Mongolian government officials and other relevant stakeholders on issues outside the Managing Contractor’s control affecting implementation of an Activity
  • liaising with other donors as appropriate
  • liaising with relevant parts of AusAID to ensure that prompt advice and analysis is available.
Strategic Development
 
 3) To assist in the development of new activities and events by:
  • appraising and evaluating draft activity documents, proposals and concept papers
  • preparing relevant briefing, speeches and other promotional material for activities
  • coordinating the logistics for high level visits by Australian and Chinese officials to project sites and other promotional events.
Monitoring
 
 4) To monitor progress of activities under direct area of responsibility by:
  • reviewing and reporting on an activity’s overall progress, issues and risks
  • providing suggestions for quality improvement and making effective use of technical advisory groups.

Contract Management

 

 5) To ensure that the Agency’s interests are protected and the contract is aligned with desired activity objectives by:

  • working within AusAID/s Contracts Charter
  • ensuring that the contractor takes responsibility for managing and resolving issues for which it is responsible under the contract
  • negotiating with and resolving minor contract issues with contractors in consultation with other team members
  • seeking the assistance of team members and Contracts in Canberra for the resolution of major contract issues
  • recommending contract variations and amendments in consultation with team members and Contracts in Canberra
  • maintaining contract related records
  • assessing and reporting on the contractors performance against contractual obligations
  • meeting the Commonwealth's obligations under contract, including certifying the making of payments to the contractor for the delivery of the Contract Services.
Activity Financial Management

 

 6) To manage the financial aspects of activities that are under direct area of responsibility by:

  • liaising with contractors to establish annual budget allocations, based on annual plans,
  • monitoring expenditure and trends in project expenditure
  • receipting of invoices and preparing claims for payments
  • maintaining the AusAID financial and program management system – Aidworks.
Activity Administration
 
    7) Ensuring effective administration of activities by:
  • undertaking file and data base management including keeping Aidworks current
  • maintaining records and documentation of all program related activities and information in accordance with audit standards
  • preparing program related correspondence
  • attending to enquiries and issues relating to the program
  • organising and attending meetings and reporting where required
  • ensuring that administrative, secretarial and logistical support is provided to visiting Chinese and Australian officials as required.
Communication and Liaison
 
 8) To achieve and maintain a level of effective and efficient communication that enhances team work by:
  • understanding and anticipating the information needs of all team members and sharing information
  • ensuring ongoing consultations with Desk and Post
  • ensuring all stakeholders are kept informed and consulted on relevant matters
  • taking responsibility for the dissemination of relevant information to individuals and agencies both within and outside of AusAID
  • implementing promotional and communications initiatives to promote program outcomes with key stakeholders.
Self Management and Team Work
 
 9) To work closely with other team members to support achievement of outcomes by:
  • contributing ideas and suggestions for improved team work and project management
  • contributing perspectives and views
  • providing and receiving feedback to enhance team and individual performance
  • providing back up and support to other team members
  • accepting responsibility for the workload of other team members in their absence
  • responding to requests for assistance.
 10) To ensure personal responsibility for achievement of outputs within defined resource allocation by:
  • developing individual work plans and objectives on a six monthly basis as part of AusAID’s Performance Planning and Review process
  • responding flexibly to changes in priorities
  • receiving feedback to enhance individual performance.
 11) To provide effective support to less experienced team members.
 
 12) To assist A Based staff as needed.
 

REPORTING ARRANGEMENTS:

 

This position reports directly to an A Based officer.
 
KEY SELECTION CRITERIA:
 
  1. A good understanding of the development context in Mongolia and China as well as a capacity to develop a good understanding of AusAID’s goals, programs, procedures and practices.
  2. Prior experience in development or project work as well as possession of a relevant qualification.
  3. High levels of initiative, flexibility and the ability to work under limited supervision as a member of a team.
  4. Good interpersonal and negotiation skills with the ability to confidently represent AusAID in public fora and build and maintain effective working relationships with other agencies and stakeholders in China and Mongolia.
  5. Demonstrated analytical, conceptual and critical thinking skills and ability to exercise a high level of judgement.
OTHER
 
This position requires the occupant to travel outside of Beijing
Computer literacy and skills are a job requirement.
Excellent written and oral communication skills in English are essential
Chinese language skills should be advantage