Office and Travel Manager Australia – Pacific Partnerships for Aviation

Position: Office and Travel Manager

Program: Australia – Pacific Partnerships for Aviation (P4A)

Location: Nadi, Fiji

Duration:Two years with an extension option

Required Travel: Possible regional travel within the Pacific and to Australia

Reports To: P4A Operations Lead

Work closely with the ASI Program Manager on a day-to-day basis

Direct Reports: Logistics Officer

Deadline for applications: 11:59pm AEST on 10 May 2025

About the Program

Aviation is an important enabler of economic activity and human development in the Pacific. It connects Pacific countries to the world and each other, facilitating tourism, trade, labour mobility and access to health and education services. Aviation either directly or indirectly enables over one-third of the economy in Fiji, Tonga, and Vanuatu. However, aviation in the Pacific is disadvantaged by the small size of Pacific Island countries and their geographical remoteness, both from within each country, the region, and from international hubs.  

The strategic intent for Australia – Pacific Partnerships for Aviation (P4A) is to improve the Pacific aviation sector’s efficiency and effectiveness in organisational decision-making, governance, safety and reliability, and coordination to enable aviation to better contribute to sustainable development outcomes. It is recognised that the small populations, lack of economic diversification and geographic remoteness of the Pacific constrains its growth and international competitiveness. However, aviation’s intersection with tourism, trade, labour mobility, and access to critical services such as healthcare and education can enable Pacific growth and prosperity.

P4A will be delivered through three key outcome areas, including (but not limited to):

1. A stronger enabling environment, including improved management, regulations, policies, and plans that strengthen the Pacific aviation sector and reform unsustainable practices.

2. Improved Safety, Quality and Reliability through strengthened technical capability and more common approaches that improve aviation operations' safety, quality, and reliability.

3. Greater coordination, cooperation, and connectivity are needed to maintain connectivity between Pacific Island countries and strengthen regional and bilateral coordination and cooperation in regulatory and operational areas.

P4A will also mainstream cross-cutting sectors to ensure outcomes strengthen child protection and safeguarding, climate change resilience and adaptation, support locally led leadership and improve Gender Equality, Disability and Social Inclusion (GEDSI) outcomes. 

P4A is currently a five-year program directed by DFAT and implemented by Adam Smith International. 

Position Summary

The Office and Travel Manager will provide vital support to the P4A Operations Lead in managing the office, human resources, travel and event management, and operational systems necessary to implement P4A activities. This role will be instrumental in ensuring the operational efficiency of the program, contributing to the establishment of the P4A Office, the recruitment of staff and advisers, and the mobilisation of personnel across the region.

The Office and Travel Manager will report to the Operations Lead and the wider Operations Team.

Duties & Responsibilities

The responsibilities of the Office and Travel Manager include, but are not limited to:   

Program & Office Management:

• Assist the Operations Lead in developing and implementing the Operations Manual, ensuring all staff are trained and competent in its use.

• Assist the Operations Lead in the setup of the P4A office, including procurement of equipment, IT systems, and other operational assets necessary for the functioning of the program.

• Support the establishment of the P4A office, administering operational requirements to ensure that systems and processes are functional.

• Coordinate with landlord and building management to ensure P4A office regular maintenance and upkeep.

• Ensure that all supplier contracts are managed effectively and perform regular reviews to confirm compliance with agreed terms and performance expectations.

• Assist in registering and ensuring compliance for the ASI Fiji entity, including adherence to tax, labour, and other regulations.

Human Resources Management:

• Lead on the Human Resources Management for the ASI Nadi office staff including recruitment, professional development planning, compliance training, performance management and incident management ensuring compliance with DFAT’s and ASI’s standards.

• Assist the Operations Lead in engaging advisers, including recruitment, due diligence, and contracting, ensuring compliance with DFAT’s and ASI’s standards.

• Work with the Operations Lead to onboard personnel, providing office briefings, IT equipment and accounts, and drafting training schedules.

Logistics and Event Management:

• Work with Operations Lead to mobilise personnel, providing travel and visa application support throughout the process as well as supporting in securing accommodation and lease agreements.

• Provide logistical support for P4A activities where required, including flights, accommodation, local transport, and provision of travelling allowances.

• Build and maintain a database of preferred logistic, security, catering and related providers across the locations P4A works regularly.

• Support the Operations Lead and Finance and Procurement Manager with assets movement and freight when required.

• Assist program staff with meeting security and safety requirements including providing safety and security briefings, assisting with security risk assessments, assisting with travel request forms, and tracking staff movements.

• Assist with workshops, events and functions as required by the program, including arranging venues, catering and security in line with DFAT procurement rules.

Compliance, Training & Reporting:

• Assist the Finance and Procurement Manager in ensuring all financial and procurement activities adhere to DFAT policies and guidelines, maintaining a robust audit trail for all transactions.

• Conduct regular risk assessments, working closely with the Operations Lead to develop mitigation strategies and ensure program risks are adequately managed.

• Support the Operations Lead in conducting regular security assessments on P4A staff accommodations and P4A offices and venues.

• Assist in the development and facilitation of compliance training for staff and advisers, i.e. fraud, PSEAH.

• Ensure contractual compliance with DFAT requirements in recruitment, office safety, and personnel performance management.

• Assist on operational reporting requirements including environmental, localisation, and GEDSI reporting on office operations.

• Support the Operations Lead in preparing and delivering operational and financial reports to DFAT and other key stakeholders.

Collaboration & Teamwork:

• Act as a key member of the Operations Team, working closely with the Operations Lead, Finance and Procurement Manager, and other team members to ensure seamless coordination across all functions.

• Participate in team meetings and contribute to decision-making on HR, administration and travel management matters, representing the logistics and operations function.

• Provide capacity-building support within the Operations Team, ensuring that staff are well-trained and able to perform their duties effectively.

• Ensure smooth communication between the P4A Operations Team and other ASI units, especially on matters related to procurement and financial management.

Key Deliverables

Support the development of the Operations Manual, Office policies, and Travel Guidelines.​

Key Relationships

• Reports to P4A Operations Lead.

• Collaborates with the Finance and Procurement Manager, Finance Officer, and Logistics Officer.

• Works closely with the P4A Team Leader and ASI teams.

• Liaises with DFAT, Pacific Island government counterparts, and suppliers on administration, HR and travel and event matters.

Key Performance Indicators

• Building and maintaining an effective and efficient office work environment. 

• Timely recruitment and mobilisation of staff and consultants across the Pacific region. 

• Successful procurement of goods, services, and assets in line with the program’s operational requirements and value-for-money principles.

• Compliance with DFAT GEDSI, safeguarding, and travel policies evidenced by internal and external audits.

• Positive feedback from the Operations Lead, P4A team, and other key stakeholders on the Logistics and Operations function.

Optimal Qualifications & Experience

• Relevant qualifications in finance, human resources, business administration, or a related field.

• 7+ years of experience in administration, human resources and/or travel and event management within an international development context, preferably in the Pacific.

• Understanding of DFAT financial and procurement guidelines and experience managing donor-funded programs.

• Demonstrated experience managing an office or business premises, including contract management and supplier relations.

• Experience working within multi-disciplinary teams in cross-cultural contexts, with strong collaboration and communication skills.

• Familiarity with Pacific Island country contexts and knowledge of local regulations.

• Proficiency in MS Office software.