Job Information
Abt Global Inc. Secretariat Manager | APSP in Port Moresby, Papua New Guinea
Location: Port Moresby, PNG
Commencement: May/June 2024
Duration of contract: Up to 28 February 2026
Open to PNG Citizens only
About the Program
A stable, prosperous, peaceful and resilient PNG is critical to Australia's interests. Australia is PNG's largest development partner; its main partner on economic and security issues.
The Australia PNG Subnational Program (APSP) is an enabling mechanism comprised of three separately designed programs including; Bougainville Partnership (BP), Kokoda Initiative Partnership (KIP) and South Fly Resilience Plan and Western Province Partnership (WPP). Each program has its own outcomes, theory of change, operational approach and separate monitoring and evaluation systems.
There are five high level outcomes which span all programs:
Output one: Effective gender-centred programs delivered for Bougainville, Kokoda, and Western Province
Output two: Support DFAT to coordinate Australian inputs in selected subnational contexts.
Output three: Technical assistance targeted at key institutions and policy reforms.
Output four: Rapid programming of resources in support of DFAT priorities
Output five and six: Analysis, learning, and adaptation
Managed by Abt Global under a single contract from 2022 to 2026, the centralised approach is aimed to ensure and drive value for money by realising back office efficiencies, ensure gender is consistently at the forefront of each program and deliver opportunities for learning and adaptation between programs.
About the Opportunity
Whilst the APSP partnerships are responsible for their own delivery, the Secretariat will provide additional support through increased emphasis on facilitation, coordination and cross-partnership collaboration to identify collective learning and synergies and to bring a higher level of accountability to APSP as a whole. This will be aligned with the Facility Performance Assessment Framework (PAF) and Implementation Plan to demonstrate that the APSP is performing against its mandate and internal governance requirements.
The Secretariat will perform the five functions of Governance, Strategic Priorities, Program Integrity, Strategic Engagement and Risk Management.
Purpose
The purpose of the Secretariat Manager is to bring coherence to the governance function of APSP providing coordinated support to the governance function of the Partnerships.
Key Responsibilities
Provide high-level secretariat support and be responsible for:
Coordinating, scheduling, and preparing resources for the APSP fortnightly Senior Management Team meetings.
Coordinating, scheduling, and preparing resources for the APSP monthly Team Meetings.
Coordinating, scheduling, and preparing resources for the APSP Governance meetings including the:
Subnational Program Governance Group.
Operation Group.
Provide coordination support to APSP Component Programs (BP; KIP; WPP; SGIP) for governance meetings as approved.
Ensure the timely preparation and circulation of meeting papers so that critical matters of the Facility are addressed, and decisions made.
Draft agendas and meeting minutes, and oversee the actioning of deliverables, delegating and communicating actions to the appropriate team member.
Work closely with AHC counterparts to facilitate coordination of meetings, agendas, papers, and other resources as required.
Bring cohesion to the overall APSP Governance agenda by working closely with colleagues to keep abreast of strategic and thematic priorities, upcoming deadlines, and events.
Ensure critical matters and action items arising from meetings are communicated effectively and timely to key staff across the Facility and partnerships.
Ensure that calendar entries for their governance mechanisms are up to date in the APSP Governance meeting calendar.
Ensure minutes of all meetings are prepared and circulated within 1 week of the meetings.
Ensure and confirm there is a trained scribe for the Governance Mechanism Monitoring Tool (GMMT), the meeting agenda is shared with the scribe, and scribe is briefed to understand the meeting agenda/content.
Ensure the GMMT is completed within 2 working days of the meeting.
Specific Deliverables
A cohesive and well-functioning Secretariat aligned to strategic and thematic priorities.
Delivery of a forward calendar of Facility Governance meetings as agreed with the APSP Senior Management Team and the AHC.
Preparation of timely and high-quality agenda papers, minutes of meetings and the establishment of a functional actions register and tracking mechanism.
Delivery of all meeting minutes within 1-week after completion.
Ensure completion of the GMMT by MERLA colleagues within 2 working days of governance meetings.
Acting on the authority of the Executive Director and Director, seek information as required from staff, maintaining a high level of judgement, discretion and confidentiality.
Other secretariat support as required.
Key working relationships
Chief Operating Officer
Operations Lead
Executive and senior leadership team
APSP and Component Program MERLA Staff
About You
We are seeking an individual with the following:
Qualifications
- Tertiary degree in a related field such as community development, political science, governance, economics, etc.
Skills/Experience
5+ years professional experience providing high level and quality support.
Broad exposure to governance challenges in Papua New Guinea, including an understanding of the political, environmental and legislative frameworks within which the Facility operates.
High level of analytical and writing skills including the preparation of meeting papers, briefs and policy analysis for a government audience.
Excellent project management, delegation and negotiation skills to meet key deliverables within timeframes, including the ability to manage upwards.
Exceptional interpersonal skills and relationship management expertise, with proven results in working with senior leaders and officials, using sound judgement and managing sensitive and confidential information.
Demonstrated initiative and the ability to collaborate with team members towards a shared purpose.
A demonstrated commitment to fostering a culture of gender equity and social inclusion within the team and through project management practices.
How to Apply
Please ensure to address the Key Selection Criteria (About You) in your cover letter, and submit your application online, along with your CV as a single document.
Applications must be submitted personally by individuals only. Applications submitted by a company or organisation will not be accepted.
The successful applicant will be engaged through an employment agreement determined by Abt.
We welcome and thank all applications; however only shortlisted applicants will be contacted.
Closing Date: Wednesday, 1 May 2024, 11:59 AM (Midday, local time)
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Abt Global is an Equal Opportunity Employer, committed to upholding high standards of Child Protection, Anti-bribery, and Fraud Protection.
We encourage applications from experienced and capable women, and people with disabilities
Abt Global is a mission-driven, global leader with a proven track record in complex program implementation in the international development sector. We offer bold solutions and technical excellence in Health, Economic Growth, Governance, Research & Evaluation, Environment & Energy, Gender Equality & Social Inclusion. Working with our many partners, we have driven measurable social impact for more than 55 years, to achieve our mission of improving the quality of life and economic well-being of people worldwide. We operate in remote and challenging environments and employ more than 3,700 staff in over 50 countries. For more information about us and what we do, visit our website at www.abtglobal.com (http://www.abtassociates.com/)
Equity
Abt Global values individuality and celebrates difference with a strong commitment to all forms of diversity and equality including racial equity, gender, sexual diversity and disability inclusion. We strongly encourage people from culturally and linguistically diverse communities and Aboriginal and Torres Strait Islander people to apply for this position. We offer flexible work arrangements and a culturally safe environment for staff members from diverse racial and ethnic backgrounds.
Safeguarding
We are deeply committed to safeguarding, to protect and prevent harm and abuse to individuals we work for and who work for us. Our recruitment and selection procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation. We will not tolerate discrimination, harassment, child abuse, sexual abuse or exploitation in any form, and expect everyone to be treated with respect and dignity.