Operations Assistant
This is a fantastic opportunity for someone at the beginning of their international development career, to gain hands-on experience in operations and administration.
We’re looking for someone with a positive attitude, strong attention to detail, and a genuine eagerness to learn.
You’ll be joining a fast-paced environment where no two days are the same, and where you’ll be supported to build a broad set of practical skills across different areas of our work.
Job specification
Under the direction and supervision of the Head of Operations, the Operations Assistant will support a range of administrative, operational, logistical and financial tasks to assist the effective functioning of the team. Responsibilities include:
Administrative, operational and logistical support
- Support program logistics under direction, including booking travel, securing event venues, arranging visas, transport and accommodation, and supporting mobilisation/demobilisation activities.
- Ensure all pre-deployment documents and briefings are completed, collected, and filed on SharePoint in a timely and accurate manner.
- Assist with administrative tasks related to procurement and contracting processes, including documentation and filing.
- Support the onboarding process for new personnel by preparing induction materials and assisting with access and logistics.
- Arrange internal and external meetings as directed, and provide administrative support such as preparing agendas, taking minutes, tracking action items, and distributing meeting documentation.
- Provide administrative support to emergency response teams, as requested.
- Maintain accurate and up-to-date records, registers, and filing systems, in accordance with established procedures.
- Monitor team inboxes, flagging and forwarding correspondence for follow-up and action, as required.
- Contribute feedback on administrative and operational tools and processes to support continuous improvement, and assist in drafting standard operating procedures, guidance notes and templates, under supervision.
- Provide administrative support in relation to health, safety and security processes, including recording and escalating submitted incident reports as instructed.
- Support personnel with basic IT troubleshooting and log technical issues with ICT teams or external service providers as needed.
- Communicate website content updates by preparing information, as directed.
- Undertake basic research tasks, as assigned.
- Perform other administrative duties as reasonably directed by the Head of Operations.
Support efficient finance administration processes and systems
- Assist personnel in completing administrative requirements for timesheets, per diem advances, and travel acquittals, and act as a point of contact for timesheet and payment tracking.
- Support the procurement of office supplies and other minor assets by preparing purchase requests and maintaining the Asset Register, including inventory control and basic stock checks.
- Carry out finance-related administrative tasks such as checking invoices, coding expenses, obtaining approvals, following up on documentation, and filing finance records in line with month-end timelines.
- Assist in preparing monthly debit card forecasts and reconciling transactions at month end.
- Perform other finance and administration support tasks as required.
Contribute to a positive and high achieving organisational culture and contribute to teamwork
- Contribute to an open organisation and sharing knowledge and ideas to ensure continuous improvement in administration and logistics.
- Build constructive and effective relationships with program partners, team members and consultants.
- Engage in forums for effective communication and knowledge sharing.
- Always display professional behaviours.
- Actively promote and enact the Development Pathways values and culture.
How to apply
The closing date for this position is 5pm AEST on Friday, 19 September 2025.
We invite interested candidates to please apply for this position by sending a CV and brief cover letter describing your skills and experience to the selection criteria (no more than 3 pages) to admin@p4sp.org
Enquiries
Queries on this position can be directed to Amber Hall Head of Operations at: admin@p4sp.org
Applications will be reviewed on a rolling basis, and we retain the right to close this role without notice.
Due to the high number of applications expected, unfortunately, only short-listed candidates will be contacted.
Development Pathways is committed to providing equal opportunities and a work environment that values diversity and inclusion. We celebrate and support diversity and are committed to providing a work environment that is inclusive and free of discrimination and harassment. All employment decisions are based on individual qualifications and abilities without regard to race, colour, religion, age, sex, sexual orientation, gender identity, national origin, family or parental status, or disability status. Aboriginal and Torres Strait Islander people, female applicants, and people with a disability who meet the requirements of this position are strongly encouraged to apply. If you have any support or access requirements, we encourage you to advise us at the time of application.