Program Coordinator - Aasam

Palladium; Brisbane; On-site; AUD 90,000 - 120,000; Full time

Job summary

Palladium seeks a Program Coordinator to support procurement, contracting, financial and operational activities for the Australia Awards – South Asia & Mongolia program. Based in Australia, you will ensure compliant delivery and robust record-keeping across multiple country offices.

You will work with the Senior Program and Operations Manager, coordinating contracts, finance support, and risk-mgmt. This fixed-term role supports program delivery through 2027 with potential extension.

Qualifications

• Minimum 5 years experience in procurement and contract management.
• Strong cross-cultural communication skills.
• Understanding of risk management principles or a willingness to learn.
• Ability to prioritize and coordinate multiple tasks.
• Experience in culturally diverse environments.
• Ability to develop and maintain positive working relationships with stakeholders.

Responsibilities

• Support procurement of short courses and Australian Professional Opportunities in line with policies.
• Assist establishment of Technical Assessment Panels (TAPs) for procurement assessments.
• Maintain a live register of pre-vetted technical experts for rapid procurement.
• Manage contract negotiations with providers and coordinate with Palladium Legal.
• Prepare draft contracts and due diligence for review by Senior Program staff.
• Support travel logistics and other admin duties for the program.

Skills

Procurement experience

Contract management

Cross-cultural communication

Risk management

Prioritization

Stakeholder relationships

Initiative & flexibility

Multitasking

Job description

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 skillsand knowledge of individuals so that they can contribute to their country’sdevelopment, and to support ongoing development of links between Australia andthe countries to which it provides development assistance. The Australia Awardsare an important part of the Australian Government’s focus on public andeconomic diplomacy, and provide long-term Scholarships, Fellowships and ShortCourses, 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’sDepartment of Foreign Affairs and Trade (DFAT). The Program goal is to supporteight partner countries – Bangladesh, Bhutan, India, Maldives, Mongolia, Nepal,Pakistan and Sri Lanka – in achieving their development goals through educationand knowledge transfer, and to build enduring relationships with Australia thatadvance mutual interests.

In support of this goal, the Program aims toachieve 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 & Mongoliais a multi-country program with service delivery offices in Colombo, Dhaka,Islamabad, Kathmandu, Thimphu and Ulaanbaatar. Leadership, coordination, andsupport are provided by “the Hub” – a regional team based in Colombo,Bangladesh and in Australia.

Purpose of Position

The Program Coordinator isresponsible 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 withPalladium and Commonwealth Government requirements.

Responsibilities

Procurement and Contracts

Support procurement of short courses andAustralian Professional Opportunities in line with Palladium andCommonwealth Government procurement policies and rules, often with short deadlinesand conflicting procurement schedules

Provide support to establishing TechnicalAssessment Panels (TAPs) for procurement assessments, including schedulingactivities and sourcing, vetting and contracting short-term consultants

Maintain a live register of pre-vettedtechnical experts to support rapid short course procurement processes

Manage contract negotiations with providers,escalating and advising on complex matters in coordination with SeniorManagement and Palladium Legal

Continue to transition legacy contractingtemplates with providers as required

Contribute to the development andmaintenance of AASAM systems and processes to support compliant andefficient procurement of goods and services

Work with AASAM management and colleagues toprepare tender documentation and provide advice on procurement processesin accordance with Palladium and Commonwealth Government requirements andthe AASAM Head Contract

Manage AASAM contract records, includinggenerating agreement numbers, updating the Contracts Register, andmaintaining thorough and accurate records in line with program informationmanagement systems

Prepare draft contracts and supportingdocumentation for other program engagements and undertake due diligencefor review by the Senior Program and Operations Manager and other internalstakeholders as required.

Finance

Understand and support Australia-basedprogram finances relating to forecasting and reporting on short-termengagement activities and other Australian-led expenditure

Contribute to program financial planning asrequired

Track and manage subcontract expenditure,including coordinating approvals and submitting accurate invoices toAccounts Payable

Support other finance duties as required,including coding payment requests and assisting with administrativefinancial tasks, as requested by the Senior Program and Operations Manageror Regional Finance and Administration Manager.

Quality and Legislative Requirements

Comply with DFAT and Palladium policies,procedures, practices and quality systems

Contribute to process improvements withinternal Palladium stakeholders, including Legal, to ensure AASAMcontinues to meet current compliance requirements and operates efficientlyand effectively

Comply with role-specific policies andprocedures, including Commonwealth Procurement Rules

Ensure role-specific procedures and relevantdocumentation are current and available on SharePoint in accordance withPalladium's ISO certification requirements and AASAM's informationmanagement processes

Contribute to the 2026-27 Team Objective of‘improved knowledge sharing through better documentation and communicationpractices’.

Administration and General Ad Hoc Duties

Provide administrative and project supportto the Senior Program and Operations Manager and AASAM team as required,including support for monthly and annual program reporting

Lead and support small projects identifiedby the Senior Program and Operations Manager, including activitiesassociated with preparation for program close out.

Provide support for long and short-termrecruitment activities as required

Support and/or lead program travel logisticsincluding travel bookings; supporting safety and security briefings; coordinationof required travel documentation, including visas and insurance; and collectionand filing of personnel information and pre-departure documentation onSharePoint

Assist with Emergency and Critical IncidentResponse as required

Support Continuous Professional DevelopmentSolutions, Scholarship Enrichment and Alumni Engagement team members withthe preparation and delivery of Australia Awards events as required.

Establish positive and effectiverelationships with key stakeholders, including activity providers

Liaise regularly with program personnel tosupport effective and timely communication

Participate in regular one-to-one meetingswith the Senior Program and Operations Manager and Program Enablement Teammeetings.

Core Behaviours

Accountability

Detail orientation

Client focus

Decision-making

Respect.

Experience Required

Minimum 5 years experience in procurementand contract management with demonstrated knowledge and experience incontracting, purchasing and tendering processes

Strong professional communication skillsparticularly within a cross-cultural context

Demonstrated understanding of riskmanagement 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 taskssimultaneously to achieve deadlines and meet stakeholder requirements

Experience of working effectively in aculturally diverse environment

Ability to contribute ideas to enhance therole and to demonstrate initiative and flexibility

Ability to develop and maintain positiveworking relationships with internal and external stakeholders.

Desirable Experience and Skills

Relevant experience in internationaldevelopment, international relations or project management

Knowledge of the Australian Aid Programand/or experience living overseas

Knowledge of the South Asia and Mongoliaregion.

Reportingand Relationships

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

About Palladium

Palladium is a global development and consultingfirm, part of the GISI Consulting Group, working alongside some of the world’sleading project management and engineering organisations. We partner withgovernments, businesses, investors and communities to design and delivercomplex programs that create lasting impact. With a presence across more than90 countries, Palladium offers the opportunity to work on meaningfulchallenges, alongside talented colleagues, in environments where your work cantruly make a difference.

Equity, Diversity & Inclusion

Palladium is committed to embedding equity, diversityand inclusion across all activities. We promote a diverse and inclusiveworkforce and ensure all applicants and employees are treated fairly andequally, regardless of background or personal characteristics. We encourageapplications from all individuals and provide reasonable adjustments oraccommodations where required.

Safeguarding

Palladium maintains a zero-tolerance approach toall forms of harm, including sexual exploitation, abuse, harassment, childabuse, and human trafficking. We are committed to protecting our people,partners, and communities and ensuring safe and respectful environments. Allpersonnel are expected to uphold safeguarding standards, with successfulcandidates subject to enhanced screening, including safeguarding-focusedassessments and due diligence, in line with Palladium’s Code of Conduct andsafeguarding policies.