Adam Smith International

Office and Travel Manager

Posted
16 June 2026 07:42am
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Regions
Pacific
Sectors
Administration
Operations
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Summary

The Office and Travel Manager will provide vital support to the P4A Operations Lead in managing the office, human resources, travel and event management, and operational systems necessary to implement P4A activities. This role will be instrumental in ensuring the operational efficiency of the program, contribution to the establishment of the P4A office, the recruitment of staff and advisers, and the mobilisation of personnel across the region. 

The Office and Travel Manager will report to the Operations Lead and the wider Operations Team.  

Description

The responsibilities of the Office and Travel Manager (OTM) include, but are not limited to:

Logistics and Event Management: 

  • Work with Operations Lead to mobilise personnel, providing travel and visa application support throughout the process as well as supporting in securing accommodation and lease agreements. 
  • 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 logistics, transport, catering and related providers across the locations P4A works regularly. 
  • Support the Operations Lead and Finance and Procurement Manager with assets movement and freight when required. 
  • 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. 
  • Take the lead on preparations for workshops, events and functions as required by the program, including arranging venues, catering and security in line with DFAT procurement rules. 

 

Program & Office Management: 

  • Assist the Operations Lead in implementing the Operations Manual, ensuring all staff are trained and competent in its use. 
  • 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. 
  • Ensure that all supplier contracts are managed effectively and perform regular reviews to confirm compliance with agreed terms and performance expectations.
  • Lead on program vehicle management.
  • 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 Operational Lead to onboard personnel, providing office briefings, IT equipment and accounts, and drafting training schedules. 

Compliance, Training & Reporting:

  • Support the Operations Lead in conducting regular security assessment on P4A staff accommodations and P4A offices and venues 
  • 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. 
  • Support the Operations Lead in Preparing and delivering operational and financial reports to DFAT and other key stakeholders

Team Support & Collaboration

  • Act as a key member of the Operations Team, working closely with the Operations Lead, Finance and Procurement 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 logistics and operations 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.