The responsibilities of the Admin & 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 hub. 

• 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 and inform Operations Lead of progress and challenges. 

• 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. 

Travel and Event Management:   

• Coordinate the mobilisation of P4A personnel, ensuring financial arrangements, such as contracts, payments, and allowances, are managed effectively. 

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

• Support the Operations Manager to develop and review the policies and procedures for efficient logistical operations as detailed in the Operations Manual and Standard Operating Procedures. 

• 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. 

• 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. 

• 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. 

• 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. 

• 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, Logistics & Operations 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 Admin & Travel 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 Admin and Travel Officer. 

• Works closely with the P4A Team Leader and ASI Global Operations team. 

• 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 Admin and Travel function. 

  Optimal Qualifications and 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.