Program Officer – Finance and Operations (Australia)

Job Title: Program Officer – Finance and Operations

Project Name: Australian Humanitarian Partnership (AHP) Support Unit (SU)

Job type: Full-time employee, hybrid

Location of Position: Melbourne or Canberra preferred; other Australian locations will be considered

Reporting to: AHPSU Operations and Grants Manager

Indicative LOE/Time Frame: Full time (1.0 FTE), initial period of approximately 12-month

Citizenship: Right to work in Australia

Language Requirements: Fluent written and spoken English

Application Deadline: Sunday, November 22

Application Instructions:

1. A cover letter is mandatory to be considered. Cover letters should effectively align your skills and experiences with the specific job responsibilities outlined in the position’s description, demonstrating your aptitude and enthusiasm for the role, and current availability.

2. Click the “Apply now” link to upload your cover letter and CV (Curriculum Vitae).

3. Only successful candidates will be contacted. No phone calls please.

Alinea is an international development consultancy providing technical and management expertise that helps people improve their lives. We work with governments, investors, companies, and communities to create lasting change. Over 38 years, Alinea has successfully delivered more than 1000 projects worldwide. alineainternational.com

Alinea International does not charge a fee at any stage of the recruitment and hiring process. All offers of employment or job opportunities with Alinea International that include any form of a request for payment of fees or collect information on bank accounts are fraudulent. Any requests for such payment or information should be refused and reported to your local law enforcement authorities for appropriate action and to Alinea International.

DEIAB Statement Diversity, Equity, Inclusion, Accessibility and Belonging:

At Alinea International we value diversity, equity, inclusivity, accessibility and belonging in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.

Protection:

Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.

The opportunity:

Operations are foundational to a well-functioning humanitarian partnership. In this varied role, your primary focus will be finance and grants, providing practical support across financial processes, grant implementation and reporting, alongside broader program operations. This helps AHPSU deliver timely, accurate and responsive services to Department of Foreign Affairs and Trade (DFAT) and Australian Humanitarian Partnership NGO partners.

This role would suit someone who enjoys combining financial accuracy with hands-on coordination. Humanitarian work can move quickly, priorities can shift, and deadlines matter including some requests needing a timely turnaround whilst maintaining accuracy. You will be supported by a small, collaborative team and will have opportunities to contribute across finance, grants, reporting, risk management and program operations.

About Alinea International

Alinea International is an international development consulting firm committed to sustainable futures and empowered communities. We provide technical, advisory, facilitation and management services to the Australian Government and other international donors, civil society, non-government organisations and private sector partners.

As a certified B Corporation, Alinea International is committed to high standards of social and environmental performance, transparency and accountability. Our people contribute progressive ideas and high-quality work across Australia, Asia and the Pacific

About the Australian Humanitarian Partnership:

The Australian Humanitarian Partnership (AHP) is a humanitarian and disaster management partnership between the Australian Government Department of Foreign Affairs and Trade (DFAT), six leading Australian humanitarian NGOs and their downstream partners. The partnership supports Australia’s global humanitarian assistance in rapid-onset and protracted crises, as well as long-term disaster risk reduction programs across the Pacific and Timor-Leste.

The AHP Support Unit (AHPSU), managed by Alinea International, supports the partnership through coordination, operational and grants management, monitoring, evaluation and learning, and communications.

What you will do:

Finance and grants support:

• Act as a key link between AHPSU and Alinea International’s corporate team, including reviewing monthly DFAT invoices and providing clarifications as needed.
• Facilitate AHP funds processes through MYOB including raising bills and processing debit adjustments.
• Coordinate payments to NGO partners, suppliers and short-term advisers, including refunds of unspent grant funds.
• Maintain accurate financial, contractual, reporting and risk information in the Grant Management System and key financial tracking spreadsheets. Extract and prepare data requested from DFAT, the Partnership Director or the Operations and Grants Manager.
• Reconciling financial information between AHPSU Grant Management System with Alinea International records and DFAT figures as needed.
• Support maintenance of the AHPSU budget, track shared-card expenses and coordinate periodic reimbursement processes for NGO partner costs.
• Review and provide initial approval of AHPSU financial transactions through MYOB (e.g. team expense claims), ensuring data accuracy and alignment with budgets.
• Draft Grant Orders and Grant Order Amendments using AHP templates, coordinate internal review and facilitate signing.

Program operations and reporting:

• Coordinate AHPSU’s internal review of project reports, undertake an initial review of budgets and contribute to draft reporting for DFAT.
• Create and maintain electronic project folders and ensure records are complete, accessible and well organised.
• Undertake operational administration tasks including uploading monthly documentation for DFAT and maintain partner-facing documents and proposal tracking records.
• Coordinate internal signing processes for service orders, procurement documents and other agreements.
• Coordination, procurement and meetings
• Draft contracts and undertake due diligence for short-term advisers.
• Coordinate venue and catering bookings for AHP Steering Committee and AHPSU team meetings
• Prepare accurate minutes and action points for AHP Steering Committee and operations meetings.

Risk management and assurance:

• Support preparation of quarterly risk management reports for DFAT.
• Participate in quarterly DFAT-AHPSU risk management meetings and record clear minutes and actions.
• Support project-level Spot Checks and Periodic Risk Reviews, including child protection; protection from sexual exploitation, abuse and harassment (PSEAH); fraud management; counterterrorism; and environmental safeguarding, health and safety.
• Undertake other financial and operational priorities as required and in line with the AHP Operations Manual.

What you will bring:

Experience and capabilities:

• Experience in supporting or leading financial management, grants management or finance administration processes.
• Confidence using Microsoft Excel to maintain, reconcile and present financial or operational information.
• Experience using MYOB Acumatica (or other ERP system) and Adobe Pro is strongly desirable.
• Experience in supporting one or more of the following areas: program operations, reporting, procurement and contracting, records management, coordination, and risk and assurance activities.
• Solid written and verbal communication skills, with the ability to produce accurate records and clear correspondence.

How you work:

• You demonstrate strong attention to detail and consistently produce accurate, well-organised work.
• You can manage multiple tasks and deadlines reliably, respond quickly to emerging priorities, and turn around accurate work within short timeframes when required.
• You are flexible and adaptable, and comfortable working in an environment where timeframes can be critical and can reprioritise tasks effectively as needs change.
• You respond positively to direction and constructive feedback and apply it to strengthen your work.
• You work collaboratively and respectfully as part of a small team.
• You are committed to gender equality, disability inclusion, and wider social inclusion.

You may be a strong fit if you…

• enjoy getting the details right while keeping the bigger process moving
• can switch comfortably between spreadsheets, systems, documents and people
• are calm, responsive and dependable when priorities evolve and when work needs to be turn around quickly
• want your finance, grants and operational skills to contribute to meaningful work

Further information:

Learn more about Alinea International and the Australian Humanitarian Partnership.