AusAID Vientiane
PROGRAM MANAGER – PERFORMANCE AND QUALITY
(OB Level 6)
Job Description and Selection Documentation
We are looking for people to join our Agency. We aim to get the right person into the right role. For more information, please visit our website www.ausaid.gov.au.
About AusAID
AusAID (Australian Agency for International Development) advises the Government on international development policy and manages Australia’s overseas aid program.
The core principles of Australia's aid program are:
• accelerating progress towards the Millennium Development Goals;
• a recognition that while economic growth is the most powerful long term solution to poverty, economic growth will not, by itself, deliver fair and stable societies;
• a strong emphasis on the Asia-Pacific, while also increasing our efforts in Africa and South Asia;
• an emphasis on the power of education to promote development; and
• a commitment to continue to improve effectiveness.
AusAID’s People
People who work in AusAID implement government policy and formulate strategies aimed at assisting countries achieve their Millennium Development Goals. By working in partnership with Australian and foreign government officials, international bodies, the private sector, community organisations and civil society, people in AusAID may help to improve the quality of people’s lives in developing countries now and for generations to come.
About AusAID Vientiane
AusAID Vientiane is responsible for the delivery of the Australian aid program to Laos. The aid program aims to assist the Government of Laos to reduce poverty and achieve its sustainable development goals, with a focus on education, trade and rural development. The Post has a particular responsibility to ensure that knowledge and understanding of Lao government policies and directions, local circumstances, and local stakeholders underpin aid program strategies and delivery. Vientiane staff program, manage, and monitor Australia funded activities that contribute to the achievement of high quality development outcomes in Laos. AusAID Vientiane also houses the Mekong Water Unit which has responsibility for implementing the Australian Government’s development cooperation program on water resource management in the Greater Mekong Sub-Region.
AusAID Vientiane is headed by a Counsellor and comprises a mix of nineteen Australian based and locally engaged staff, working in a close team environment. The AusAID office is located at the Australia Embassy.
AusAID Hanoi
AusAID Hanoi houses the ‘Mekong Hub’ which supports program quality and coherence, as well as enhances program and risk management practice across AusAID’s investments in the Mekong region. This hub covers AusAID’s Vietnam, Cambodia, and Laos bilateral development cooperation programs; and some regional and sub-regional aid program activities.
A primary responsibility of the Mekong Hub is to provide and coordinate support to enhance the performance and quality of aid program activities. In this regard, the Hub houses an Aid Effectiveness Team to support Mekong and Regional programs to become:
- recognised leaders in aid effectiveness within AusAID and more broadly
- results-based with a focus on monitoring and reporting of real, measurable results
- driven by an effectiveness culture of continuous learning and improvement
Job Description
The Program Manager Performance and Quality, with direct management oversight from the First Secretary Development Cooperation, Laos, and in liaison with the First Secretary Aid Effectiveness Hanoi, will have the following specific responsibilities:
• To support AusAID Vientiane to strengthen its performance management systems of projects, programs and policies.
• To assist AusAID Vientiane to reach the common aid effectiveness objectives established for all Mekong & Regional Programs with particular reference to results-based management, continuous learning and improvement.
• Manage the design, mobilisation and implementation of other AusAID Vientiane activities as required.
In managing this program the Program Manager may be required to carry out the following tasks:
1. Aid management cycle P&Q support
- advise and support the program in the implementation of performance and quality aid effectiveness reforms
- coordinate and manage major performance and quality country program events e.g. annual performance progress review missions, country strategy review missions, external evaluations
- assist in ensuring the effective and timely adherence to quality and approval processes
- provide advice and support in the development of aid concepts, quality assurance processes and designs including terms of reference
- participate in selected design, review and evaluation processes and missions to promote quality
- coordinate the preparation of the Annual Program Performance Report
- coordinate the maintenance of the country strategy performance assessment framework (PAF) and associated data monitoring tables
- coordinate the collection and maintenance of data required to report against the Australian Aid Comprehensive Aid Policy Framework (CAPF)
- facilitate program cross-learning on aid effectiveness and performance and quality issues
- assist in the maintenance of high quality data on the Aidworks data system as it relates to performance & quality and effectiveness issue while promoting the utility of the system
- support corporate training processes associated with performance & quality (in coordination with Mekong Hub Corporate Enabling Team)
- liaise closely with the Mekong Hub Aid Effectiveness Team, Mekong and Regional Performance & Quality Managers for oversight, support, and information sharing.
2. Aid Effectiveness
- act as the country-level focal point for international aid effectiveness (Paris, Busan Agreements)
- foster relationships with aid effectiveness counterparts in the Government of Laos and donor community
- measure progress of program against aid effectiveness indicators
3. Country Data Systems
- undertake stocktake of country data/statistical systems with a focus on those sectors in which the Australian aid program operates
- assist in the establishment of consistency across the program in the use of country data/statistical systems
- identify opportunities for strengthening statistical systems relevant to the Australian aid program
4. Other Program Management
- Undertake program management of aid program activities associated with bilateral and regional programs, as required.
Capabilities
Supports shared purpose and direction
• Communicates with others regarding the purpose of their work; identifies the relationship between organisational goals and operational tasks and clarifies this for their team.
• Understands, supports and promotes the organisation’s vision, mission and business objectives; sets appropriate direction for the team in line with broader objectives.
• Supports and communicates the reasons for decisions and recommendations to others; clarifies expectations regarding key deliverables.
Harnesses information and opportunities
• Sources information on best practice approaches adopted in both the public and private sectors.
• Scans the organizational environment; monitors the corporate priorities, and business context of the organisation; keeps self and others well informed on work issues.
• Gathers and investigates information from a variety of sources; uses experience and judgment to analyse what information is important; works within agreed guidelines to make decisions about the use and dissemination of information; explores new ideas with an open mind.
Shows judgment, intelligence and commonsense
• Researches and analyses information to identify relationships between factors; draws accurate conclusions based on evidence; analyses and interprets information to inform decision makers.
• Identifies issues and problems and works to resolve them; identifies risks and uncertainties and takes account of these in planning, decision-making and priority setting.
• Actively participates in decision making and incorporates outcomes of decision-making into work plans; encourages participation in decision-making.
• Thinks laterally; is innovative; identifies, implements and promotes improved work practices.
• Selects the best option from a range of potential solutions for key problems.
Takes responsibility for managing work projects to achieve results
• Regularly seeks feedback from supervisor to gauge their satisfaction; ensures work is delivered to a high standard.
• Maintains focus on quality to achieve outcomes; adheres to documentation procedures; uses, and encourages others to use appropriate information management systems to keep information up to date; sees projects through to completion.
• Monitors projects against plans; manages priorities and agrees adjustments to milestones as required.
Nurtures internal and external relationships
• Develops and maintains a network with others internally and externally.
• Builds and sustains relationships; liaises with a range of stakeholders including team members, other teams, colleagues and clients.
• Offers reciprocal assistance in achieving mutually beneficial outcomes.
• Anticipates and is responsive to changes in client and stakeholder needs; provides courteous, prompt and professional service to clients.
Shares learning and supports others
• Makes time for people despite competing priorities; provides guidance and offers full support when required.
• Works with staff to identify areas for development; encourages staff to engage in development opportunities; proactively requests coaching from supervisor or peers; identifies development opportunities for self and shares learning with others.
• Delegates tasks effectively; balances workloads amongst team members and provides appropriate guidance to team.
• Congratulates people on achievements and gives timely recognition for good performance.
• Provides constructive and regular feedback.
• Agrees on performance standards with staff and conducts regular reviews; addresses under-performance promptly, identifies causes and agrees on improvement targets.
Reporting
The position reports directly to the First Secretary Development Cooperation, AusAID Vientiane.
Eligibility/Other Requirements
The position is required to obtain a satisfactory police check and medical check. It is essential that occupants to these roles have advanced computer literacy with proficiency in Microsoft Office applications, possess a driver’s license and are willing to work non-routine hours and to travel regularly.
Duration of the position
The position is permanent (ongoing)
Selection Criteria
Important: The Selection Criteria are used to assess an applicant’s suitability for a position. Applicants must provide a statement of claims, not exceeding two pages, addressing the selection criteria below.
Statements should detail suitability to perform the duties of the position including personal qualities, experience, skills and knowledge relative to the selection criteria.
Essential
1. Tertiary qualifications in international development, or a related field, and at least five years of experience managing programs in Laos and/or SE Asia.
2. Demonstrated expertise of performance & quality issues as applied to aid program management including design, quality assurance, and M&E.
3. Strategic thinking, analytical and research skills with a practical focus, including experience working with aid management IT systems and in the preparation of statistical reporting.
4. Research and analytical skills with a practical focus.
5. Knowledge of AusAID and Lao government policy with understanding of related economic, political, social and cultural issues in development.
6. Strong interpersonal skills, sound leadership and people management skills in a multicultural environment.
NB: All AusAID employees demonstrate a commitment to the APS Code of Conduct and Values, as well as to workplace diversity, occupational health and safety and employee participation principles and have appropriate cross-cultural sensitivities.