Vacancy: Program Operations Officer

Vacancy Announcement

Program Operations Officer

Royal Australasian College Of Surgeons’ Timor Leste Program

Location:  RACS Program Support Office, Hospital Nacional Guido Valadares, Dili, Timor Leste

Duration: January/February – June 2012, with extension for further 12 – 24 months (subject to
confirmation Program funding beyond 30 June 2012)

ROLE OVERVIEW
The RACS Program in Timor Leste began in 2001 and focuses on improving the health status of
Timorese people through providing essential specialist and general surgical services, support and
care. The Program enters its third phase in January 2012 and needs to expand its in-country
management team.

The main purpose of the role is to ensure the effective functioning of the Program support office in
Dili and support the in-country Team Leader with key Program activities. He/she will report to the
Team Leader.

The Program functions in an ever changing and developing context which means that activities and
responsibilities of the position may change as the context develops. The main responsibilities and
tasks are set out below.

KEY RESPONSIBILITIES AND TASKS
In liaison with the in-country Team Leader, national staff, and with the support of Melbourne-based
Project Management staff:
1. Develop and maintain Program support office services
• Develop the community relationships necessary for the effective delivery of a program
which increasingly reaches out to more remote communities
• Work with national staff, in-country advisors and Melbourne based staff, to ensure the
smooth deployment of visiting teams, consultants, local medical personnel and other
Program participants
• Review and improve the process of visit notification, project promotion, and
coordination with other relevant organisations in country to identify, select and support
potential patients
• Develop new and improve existing operational policies and procedures to ensure the
effective running of the RACS Program support office
• Manage in-country Program financial accounts, including preparing a monthly acquittal
of in-country Program expenses for the Melbourne office for reconciliation.
• Maintain an assets register of all equipment purchased in-country for, or through, the
Program
• Work with national staff to update and maintain the Program’s records and statistics
• Maintain an effective records and database system
• Assist and oversee the logistical operation of the Program
• Brief international staff on administrative matters
• Assist in other Program administration tasks as required

2. Manage and develop national human resources
• Mentor and support national staff in all aspects of Program administration and
implementation
• Assign and monitor administrative responsibilities and tasks of office staff
• Participate in the recruitment of national office staff
• Organise orientation and training of new staff members
• Evaluate and manage office staff performance in collaboration with the Team Leader
• Assist national staff in developing their career plans

3. Program implementation and monitoring
• Continue the development and implementation of Program monitoring and evaluation
and quality control systems
• Develop the Program’s in-country promotional strategy with local communities in
collaboration with the relevant departments of the Ministries of Health and Education
• Assist in the preparation of Program reports in accordance with contract requirements
• Participate in annual planning and budgeting where appropriate
• Attend and minute meetings with Ministries, AusAID and other in-country stakeholders
• Identify and pursue opportunities to collaborate with national stakeholders and other
NGOs


PERSON SPECIFICATION
QUALIFICATIONS: 
Successful completion of relevant studies at diploma or tertiary level e.g. Diploma or Degree in
Development Studies, Business Administration or related field


EXPERIENCE AND SKILLS:
Essential
1. Demonstrated ability to work with little or no supervision
2. Demonstrated organisational, office and financial management skills
3. Experience of community work in a developing country context
4. Experience of working on a program in a team environment
5. Experienced in organising formal events requiring attention to official protocols
6. Experience in applying and developing policies and procedures
7. Experience in working with databases and statistics
8. Demonstrated ability to mentor and coach national staff
9. Excellent verbal and written communication skills
10. Strong time management and problem solving skills
11. Highly proficient in Microsoft products, including Word, Excel and Outlook
12. Demonstrated accuracy and attention to detail
Desirable 
1. Experience of working with communities in the Timor Leste context
2. Fluency in Tetun or Bahasa IndonesiaContact

Enquiries can be directed to Karen Moss, Royal Australasian College of Surgeons ph: +61 3 9276
7436, email: karen.moss@surgeons.org

Applications close COB Friday 16 December 2011 and must be accompanied with a covering letter
addressing how the candidate’s knowledge and experience meets the position requirements.
Applications should be emailed to karen.moss@surgeons.org