Alumni Secretariat Coordinator at Workforce Development Program Timor-Leste (WDPTL)

Job Vacancy

Alumni Secretariat Coordinator

Workforce Development Program Timor-Leste (WDPTL)

 

Purpose of Position:

The purpose of this position is two-fold: (1) provide secretariat support to the TL3A Board and alumni development sector groups and (2) support implementation of the Timor-Leste Alumni Engagement Strategy, which takes account of:

• Current alumni activities and practices including policy, processes, communication protocols, results and lessons learned
• Alternative or new alumni engagement activities that could be introduced including work to support Timor-Leste’s COVID-19 response.
• The need to maintain the alumni database that provides the qualifications, geographical spread, employment sectors and
• Other relevant data relating to existing alumni (AAS and others)
• Value for money
• The 2017 Timor-Leste Alumni Engagement Strategy and the findings of the 2019 Alumni Engagement Strategic Review.

Primary responsibilities

The key objective of the Alumni Secretariat Coordinator is to support the TL3A Board with the development, implementation and evaluation of initiatives designed to foster the Timor-Leste Alumni Engagement Strategy.

• Provide high-level secretariat support to the TL3A Board and implement activities as approved by the board, e.g. secretariat support at meetings, promotion of Annual Alumni Partners Planning Day and support to development sector groups.
• Manage secretariat systems, procedures and resources and adapt processes and procedures as required in line with the TL3A statute.
• Plan and implement annual alumni initiatives (existing and new) in accordance with the TL3A strategic and operational plan in coordination and consultation with relevant stakeholders
• Collect data in line with DFAT and WDPTL monitoring and evaluation and reporting requirements that will allow the TL3A to measure progress in engagement, identify risks, identify lessons learn, alumni good practices, inform future plans and areas for improvement.
• Develop mechanisms and establish links with relevant Australian universities, organisations and institutions as well as other Australia Alumni Association in other countries
• Prepare monthly reports for DFAT/WDPTL and share a copy with TL3A board members for their information.
• Co-ordinate the production the TL3A Newsletter on a quarterly basis to promote the work of the TL3A.
• In conjunction with the TL3A Communications Sector Group manage the TL3A Facebook pages and promote the TL3A brand supporting the TL3A’s positioning as influencers and leaders of change.  
• Perform other tasks as identified and agreed by the TL3A Board
• Collaborate with and support the SAS Manager in the efficient and professional delivery of the SAS post award program
• Provide advice for process improvement and innovation under the SAS post award program to capitalise on emerging opportunities
• Manage the day-to-day work activities and performance of Scholarship and Alumni Support (SAS) Program Officer, including supporting their professional development and providing timely performance feedback 

There are two complimenting lines of reporting for this role:

1. For alumni activities and operation of the secretariat, the role reports to the Alumni Association Board.
2. For finance and administrative (contractual and HR requirements), the role reports to WDPTL, given that they are co-located and co-funded by WDPTL. The financial management of funds will be conducted by WDPTL until the time where the Association have in place sound and transparent financial and reporting mechanisms.

Reporting requirements:

The role reports to the SAS Manager. Reporting requirements include:

• The role will primarily work closely with and under the direction of the WDPTL SAS Manager, with further engagement with the WDPTL Deputy Team Leader.  Based on performance over time the role can potentially carry and encourage a degree of autonomy and innovation.
• The role is required to analyse and make sound recommendations to the SAS comp
• Contribute to process improvement through innovative and cost-effective strategies, tactics and ideas
• Monitor and report on SAS post award activities
• Provision of regular updates of TL3A activity and alumni database
• Manage relevant provision of information and records, and ensure safekeeping of documents
  At a minimum, six monthly informal review and updates on progress against the agreed personal performance assessment and more formal discussion on a 12-monthly basis.
• Provision of exception reports as required by program Team Leader and Deputy Team Leader

Relationships:

• The role is part of the Australia Awards Scholarship and Alumni Support team
• Develop and maintain working relationships with DFAT Dili and Scholarships, TL3A, Alumni Branch in Canberra and with key Timor-Leste stakeholders
• Develop and implement strong internal working relationships with other WDPTL managers, advisers and staff.

Minimum education and experience required:

Required qualification:

• Relevant tertiary qualifications in a field related to organisational development, human resource management and project management.

Desired qualification :

• Being a graduate of an Australian University and/or of Australia Awards Scholarship Program will be an advantage

 Required experience and skills:

• Tertiary qualifications in Communications / Public Relations / Journalism / Marketing or similar area of expertise are required
• Demonstrated understanding of the complex development context of Timor-Leste including Gender and Social Inclusion issues
• Has a personal commitment to promote gender equality and social inclusion
• Demonstrated understanding of good practice in relation to the reintegration and support needs of alumni
• Demonstrated superior inter-personal judgment, diplomacy and leadership capacity with the ability to inform, influence and motivate others
• Demonstrated skills in budgeting, program and/or project management with excellent planning skills
• Proven capacity to communicate clearly and effectively with a wide range of stakeholders in a range of mediums
• Proven ability to work independently and proactively and to collaborate effectively with others
• Proven ability to work as part of a culturally diverse team
• Capacity to travel to municipalities, when required
• Knowledge of social media and its application as an engagement and promotion tool
• Experience commissioning suppliers to support activities and events
  Confident in written and spoken English and Tetun.

 

All applicants should submit a cover letter and resume through the Palladium’s website in the link below before 22^nd August 2021, Midnight GMT (+9) Timor Leste Time zone

This position is open to Timorese nationals only.

 

To submit application, please visit Palladium website below:

https://palladium.csod.com/ux/ats/careersite/2/home/requisition/11790?c=palladium

close, midnight (Dili time) on 22^nd August 2021 

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.

 

Regards,

Alarico Bernardino