Operations Coordinator - Australia Fiji Health Program

• Manage logistics arrangements for high level conferences, workshops and other program activities, including travel, venues, and participant coordination.
• Coordinate end-to-end activity and event management processes, including planning, implementation, and post-activity follow-up.
• Support preparation of activity documentation including briefing notes, agendas, participant lists, and post-activity summaries.
• Ensure all logistical arrangements align with approved activity plans and timelines.
• Organise travel logistics for staff and participants

GEDSI and safeguarding compliance:

• Support the integration of gender equality, disability inclusion and social inclusion (GEDSI) through all stages of design and implementation for relevant activities, drawing on specialist inputs from the Platform GEDSI team.
• Act as a focal point for child protection and the Prevention and Sexual Exploitation Abuse and Harassment (PSEAH) within the AFHP  
• Actively participate in the Platform Safeguarding Working Group
• Ensure all project and activities within the health program comply with the Platform’s Child Protection and PSEAH Plans, in line with Abt and DFAT policies. 

Reporting and Documentation:

• Maintain accurate and organised records of procurement, logistics, and program activities in line with Platform requirements.
• Support preparation of operational inputs into program reporting, including activity updates and implementation progress.
• Ensure documentation is complete, compliant, and audit-ready for assigned activities. 

Partnerships and Networking:

• Support the coordination of communications and public diplomacy activities in relation to relevant activities in collaboration with the Platform and MHMS communications teams.
• Act as a focal point for AFHP coordination with OPDs, CSOs and organisations focused on assistive devices, rehabilitation and disability inclusion.
• Represent the organization in relevant forums, networks, and working groups.
• Act as a coordination point between AFHP team, MHMS counterparts, contractors, and suppliers to support timely follow-up on actions, approvals, and deliverables.
• Support routine engagement with stakeholders to facilitate implementation and resolve operational issues.

Risk Management Support:

• Identify and escalate operational and procurement-related risks affecting activity implementation.
• Support tracking of mitigation actions in coordination with program leads.
• Contribute operational inputs to risk reporting as required

Internal Coordination and Operational Support:

• Support coordination of meetings and preparation of materials, including minute-taking, and tracking of action items to support effective follow-up
• Maintain operational trackers (e.g. activity schedules and logistics plans) to support implementation.
• Support recruitment processes as required, including coordination of applications, preparation of shortlisting materials, and logistical support for interviews.
• Support onboarding processes for new staff, including coordination of workspace readiness, access, and administrative arrangements with relevant Platform teams.
• Support staff offboarding processes, including coordination of administrative requirements and handover arrangements in consultation with relevant Platform teams.
• Support continuous improvement of operational processes and systems to enhance efficiency and compliance.
• Support preparation of routine operational communications, including internal updates and briefing summaries.
• Ensure communications are clear, consistent, and aligned with Platform standards.

Any other duties as reasonably requested by the Program Manager Health.

Key Working Relationships:

Reporting to: 

• Program Manager Health 

Other:

• Platform Management Unit Procurement and Contracts Team
• Team Leader Health
• AFHP Operations Team and project leads 

Selection Criteria:

Qualifications

• Tertiary qualification in a relevant field such as business, finance, administration, public health or another related field. 
• Specialised training in procurement and/or project management is an advantage.

Experience

• Experience in office and logistics administration preferably in donor partner environment
• Experience in complex procurement, development activities or projects or similar business environment where efficient and effective delivery is the priority. Experience supporting health
• programs/projects is an advantage.
• Demonstrated experience with diverse stakeholders in private sector, government, civil society and developing the skills of others.

Knowledge and Skills

• Effective skills and ability to organise and coordinate.
• Strong attention to detail and ability to manage detailed tracking systems.
• Good communication skills, with ability to advocate effectively and communicate sensitively across different constituencies.
• Ability to support monitoring stages of projects/program implementation.
• Ability to establish strong working relationships with colleagues from different organisations.
• Strong understanding of healthcare operations, clinical workflows, and healthcare regulations and standards.
• A demonstrated commitment to child protection and the Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH) 

How to apply