Program Overview:

FPSP, also referred to as the ‘Platform’, a Department of Foreign Affairs and Trade (DFAT) investment, will contribute to the delivery of Fiji’s national development priorities, in line with the Australia’s International Development Policy, the Fiji-Australia Vuvale Partnership and the Development Partnership Plan.  

The Platform will deliver key bilateral programs, such as health, education, scholarships, social infrastructure, governance, climate and emergency preparedness and response. Platform activities will identify and address climate risks, promote climate action, and gender equality, disability and social inclusion (GEDSI) across and beyond the sector programs. 

The Platform has three functional Outcomes:  

1. The Platform has delivered its sector program outcomes, including through supporting strategic coherence, planning, partnerships management, data and learning across the portfolio of investments.
2. The Platform has prioritised gender equality, disability-inclusive development, and climate and disaster resilience, in its systems and practices. This includes in how it undertakes sector programming and its engagement with selected Government of Fiji (GoF) agencies.
3. The Platform administers timely and efficient programming that is: value for money; maximises use of local supply chains; and supports good governance, and public diplomacy, effective decision making and risk management.

Australia Awards Fiji Overview:

Australia Awards are prestigious scholarships offered by the Australian Government that aim to contribute to the long-term development needs of partner countries. Australia Awards are offered to Fiji citizens for study in Australia or Pacific-based institutions in the form of long-term scholarships, short courses or informal workshops. Through study and research, recipients develop the skills and knowledge to drive change and help build enduring people-to-people links with Australia. 

Position Summary: 

The Awards Coordinator will manage key stages of the scholarship cycle, including promotional activities, application management, assessment & selection, placement, mobilisation and on-award support ensuring the efficient administration and smooth implementation of all scholarship activities.

The Awards Coordinator will also support, when needed, with the implementation of the alumni engagement and professional development (short-term training and short courses) activities and will act as a senior support to the Program Manager. 

Key Responsibilities: 

Stakeholder Engagement (ongoing)

• Develop and maintain effective working relationships with key stakeholders, including applicants, awardees, alumni, Student Contact Officers, DFAT, Government of Fiji counterparts, and organisations of persons with disabilities.
• Provide timely and accurate advice to applicants, awardees, internal and external stakeholders on all facets of the Awards program and related matters in line with DFAT’s policies and AAF program procedures.
• Positively represent the AAF program in relevant meetings and stakeholder consultations.

Promotions & Application Management (January - April)

• In liaison with the Program Manager and Communications team, update promotional materials and scheduling of promotions services (radio, newspaper, etc.).
• Respond to applicant enquiries via phone, email and in-person.
• Maintain a professional and up-to-date information centre.
• Plan and deliver tailored promotional activities, including but not limited to information sessions across all divisions in Fiji.
• Receive and register hardcopy applications into the appropriate MIS.
• Proficiently and accurately enter data into OASIS and/or other relevant systems.

Shortlisting, Assessment & Selections (May- August)

In liaison with the Program Manager:  

• Manage short-term Eligibility Officers including their recruitment, on-boarding and orientation.
• Oversee eligibility and compliance checks for all applications received, ensuring accuracy and alignment with current intake requirements.  
• Update related eligibility documents as needed and conduct quality assurance to maintain high standards.  
• Work with Assessment Specialist in the assessment and scoring process of eligible applications including facilitating OASIS access and delivering briefings to the Assessment Specialists.
• Oversea the coordination, logistics and arrangement of interviews and/or further assessments including but not limited to: booking venues, catering, printing and collating materials, etc.
• Provide effective secretarial support to the Joint Scholarships Selection Committee and interview panels including preparing relevant materials.  

Placement, Pre-departure & Mobilisation (Sept – January)

• Manage the program’s placement activities ensuring timely communication with institutions  
• Oversee timely management of Awardees with the visa and/or medical requirements.
• Oversee the procurement and logistics associated with Awardee’s mobilisation requirements.  
• Lead the review, design and implementation of the pre-departure briefing for the two scholarship schemes.  

On-Award Enrichment (ongoing)

• Support the On-Award Enrichment specialist in the design and delivery of award enrichment activities.
• Manage on-going on-award support requirements including welfare/critical incidents and variation requests as per policy and guidelines.

Communications and public diplomacy (ongoing)  

• Work closely with the communications team to support in preparation of communication and/or public diplomacy materials including communication outputs for scholarship related activites. 

GEDSI and Safeguarding

• Ensure that scholarship cycle activities are inclusive and accessible, and that GEDSI is effectively mainstreamed throughout the program.
• Work with GEDSI team to identify opportunities for GEDSI integration in program content and implementation.
• Uphold DFAT policies on child protection and prevention of sexual exploitation, abuse and harassment (PSEAH), and proactively report and manage any concerns in line with program procedures.

Monitoring, Evaluation, Learning and Reporting

• Support the development and use of MEL tools to track progress and outcomes of scholarship activities.
• Contribute to AAF's continuous improvement processes through feedback, data analysis, and learning dissemination.
• Contribute to broader reporting against AAF performance indicators.

Program Support and Operational Coordination

• Serve as deputy and senior support to the Program Manager in relation to Australia Awards Scholarships.
• Contribute actively at a senior level to team meetings, operational planning, reporting, and continuous improvement initiatives.
• Work closely with the Program Manager on operational planning, forecasting, budgeting, and reporting.
• Support internal team processes, including annual work plan development, intake reviews, and pause-and-reflect sessions.
• Maintain a strong understanding of relevant DFAT policies, including the Australia Awards Scholarship (and Pacific) Handbook and the OASIS manual.
• Assist with alumni engagement and professional development activities or events as requested by the Program Manager.
• Participate in AAF team meetings and represent the team at platform-wide events as required.
• Undertake other duties as directed by the Program Manager to ensure efficient and effective delivery of the Australia Awards Fiji program.

Key Working Relationships: 

Reporting to:  

• Program Manager (AAF)

Working with:  

• AAF Program Team  
• Applicants  
• AAF awardees and alumni
• DFAT
• Student Contact Officers
• Platform Performance, Learning and Communications Team
• Platform Cross-Cuting Team
• Organisations of Persons with Disabilities
• Government of Fiji counterparts

Selection Criteria: 

 Qualifications

• Tertiary qualification in education, development studies, management, public administration, communication, or a related field.
• Qualifications or professional training in project coordination or event management would be an advantage.

Experience

• Relevant professional experience in program or event coordination, scholarships, or stakeholder engagement.
• Background in supporting program logistics, administration, and communication with diverse stakeholders.
• Experience working within donor-funded programs or in collaboration with government, civil society, or educational institutions in Fiji.
• A current Fiji driving license with a good driving record (desirable).
• Proficiency in Microsoft Office applications.

Knowledge  

• Strong oral and written English communication skills.
• Understanding of international development principles and practices (desirable).
• Familiarity with Australia Awards and/or other donor or government-funded scholarship programs (desirable).
• Knowledge of the Fiji and Australian higher education systems (desirable).
• Awareness of GEDSI and safeguarding principles, including child protection and PSEAH (Preventing Sexual Exploitation, Abuse and Harassment).
• Familiarity with DFAT policies and requirements (desirable). 

Personal Attributes  

• Strong interpersonal and communication skills and the ability to build and maintain productive relationships across diverse stakeholder groups.
• Organised and detail-oriented, with a demonstrated ability to manage multiple tasks and meet deadlines.
• Commitment to principles of inclusion, equity, transparency, and public diplomacy.
• Proactive, collaborative, and able to work effectively as part of a dynamic and culturally diverse team.
• Demonstrated integrity and adherence to high standards of professional conduct, including compliance with safeguarding, fraud control, and anticorruption practices.