The Opportunity

An exciting opportunity is available to join Burnet! In this role you will provide administrative support to a range of Vector-Borne Disease and Tropical Public Health (VBDTPH) projects and activities delivered in the Pacific. The incumbent will work closely with the Head of the VBDTPH, Project Managers and Project Officer in an administrative capacity.

Some of your duties will include:

• Undertaking calendar management and meeting document preparation
• Providing support to Health Security and Pandemic Preparedness Program and VBDTPH Working Group activities, such as meetings, workshops, and conference attendance.
• Organising travel arrangements for consultants and staff including booking flights, accommodation, arranging medical checks, insurance, security briefings, visas, PNG medical and nursing registrations etc.
• Supporting mobilisation and demobilisation of all personnel relocating.
• Maintaining tracking tools for project implementation including the development of project templates.
• Supporting the procurement of medical laboratory and primary healthcare supplies for international projects
• Processing payments & reimbursements for project teams in Melbourne and PNG to Liaise with finance staff in Melbourne and PNG to track VBDTPH payments

This is a 0.6 – 1.0 FTE (optional) position. You will have flexible working hours as well as the option to work from home part time (up to 3 days per week).

Refer to the attached position description for full details.

Let’s talk about you

Candidates without at least 2 years of experience working specifically as an Administration Officer/Assistant, Project Administrator, Executive/Personal Assistant or equivalent position will not be considered. The following criteria are essential requirements:

• A minimum of 2 years of experience in a similar role.
• Experience in providing administration support to complex projects or executives, such as managing emails, calendars, preparing meeting document, and arranging travel.
• Experience and understanding of financial systems and processes, including the coordination of credit card acquittals, invoice and reimbursement processing.
• Highly developed organisational skills with the ability to prioritise tasks and meet deadlines.
• Excellent interpersonal skills, including ability to engage with a diverse range of people.

The following criteria are desirable but not essential:

• Experience with procurement systems or ordering and shipping of equipment and consumables.
• Experience in public health research or in the not-for-profit sector.

The Burnet experience…

We want you to have a successful and meaningful career at Burnet and are committed to providing a supportive workplace environment for all our people. You will be part of a collaborative culture where progressive leadership, innovation, respect, and excellence are valued. Join a team of talented individuals who are passionate about what they do – achieving a more equitable world through better health.

We offer:

• A monthly accrued day off for full-time staff
• 14 weeks paid parental leave
• Flexible working arrangements
• Generous salary packaging
• Opportunities for career and professional development

Who are we?

Burnet Institute is a leading Australian, unaligned, not-for-profit, organisation passionate about social justice, equality and evidence-based research.

Burnet Institute brings together a highly diverse skill base, with more than 400 staff and students working across cutting-edge research and projects to address some of the most relevant global health issues. Institute-wide interdisciplinary health programs Disease Elimination, Health Security and Pandemic Preparedness, and Maternal, Child and Adolescent Health are at the heart of our daily decision making. Harnessing our international and local field presence, our laboratories, and our mixed development and research cultures drives a greater focus on the most relevant health issues and achieves a greater impact as a result.

Whilst our headquarters is in Melbourne, Australia, we also have offices in Papua New Guinea and Myanmar, and are actively involved in research and public health programs throughout Australia, the Asia-Pacific region and Africa. Burnet is the only unaligned organisation in Australia that has dual accreditation with both the Australian National Health and Medical Research Council (NHMRC) and the Department of Foreign Affairs and Trade (DFAT).

Bring your whole self to work

At Burnet, we foster a diverse and inclusive culture. We want our people to feel like they belong and are free to be themselves at work. We have an active Gender Equity, Diversity & Inclusion (GEDI) Council that works to promote and improve gender equity, diversity and inclusion across the Institute, by developing and implementing strategies informed by both national and international best practice and staff input. Burnet holds an Athena SWAN Institutional Bronze Award from Science in Gender Equity (SAGE). If you have a reasonable adjustment, support, or access requirement at any stage of the recruitment process, we encourage you to let us know by emailing [email protected] using the subject line: Administration Officer enquiry via EthicalJobs.

Sounds great! How do I apply?

Click 'Apply Now' and attach only a CV that demonstrates your relevant experience. A cover letter is not required. Applications will be reviewed upon receipt so we encourage you to apply at your earliest convenience.

As part of our commitment to gender equity, we have included a question in the application process on gender. This will allow us to monitor and report on gender in relation to our recruitment process.

Burnet is a child safe organisation. The successful applicant will be required to apply for a National Police Check and/or Working with Children. Current Australian working rights are required for all applicants.