Australian Doctors International Ltd – Sydney NSW

Hybrid

3d ago , from Illawarra Mercury Job Board

Health care for remote and rural Papua New Guinea

- Part-Time
- Team: Programs
- Location: Sydney, NSW — Level 15, Grosvenor Place, 225 George Street, Sydney NSW 2000
- Employment type: Part-time — 3 days per week (0.6 FTE)
- Reports to: Country Manager – Papua New Guinea
- Direct reports: Nil
- Key internal relationships: Country Manager – PNG; Program Manager – PNG; Chief Executive Officer; Head of Finance; Compliance & Operations Manager; National HR Manager; Provincial program teams

1. About Australian Doctors International

Australian Doctors International (ADI) is an Australian not-for-profit organisation with more than 25 years of experience delivering community-based health programs in rural and remote Papua New Guinea. ADI works across six provinces under a Memorandum of Understanding with the PNG National Department of Health, in partnership with Provincial Health Authorities and local communities.

ADI is accredited by the Australian Government Department of Foreign Affairs and Trade (DFAT) under the Australian NGO Cooperation Program (ANCP) and is a signatory to the ACFID Code of Conduct. Our work is funded through a mix of government, corporate, philanthropic and individual donor income, and our reputation with those donors rests on delivering what we promise and reporting on it accurately and on time.

2. Position purpose

The Grants Manager provides central oversight of the implementation of ADI’s grant portfolio and is responsible for the preparation of all donor reports.

The role sits at the point where programs, finance and donor relationships meet. It ensures that every funded activity is delivered in line with the terms of its funding agreement, that risks and variances are identified early, and that ADI’s reporting to donors is timely, accurate, compelling and audit-ready. In doing so, the Grants Manager protects ADI’s accreditation, strengthens donor confidence, and allows program staff to focus on delivery.

Position context

This is a newly created position. Following the departure of ADI’s Senior Program Manager, the accountabilities of that role have been separated into two: a full-time Program Manager based in Papua New Guinea, who leads delivery and program quality in-country, and this part-time Grants Manager in Sydney, who holds ADI’s donor-facing compliance and reporting obligations. Both positions report to the Country Manager – PNG.

The success of this arrangement depends on a clear boundary between the two roles and disciplined handover of information across them.

Program delivery, quality and technical oversight

Day-to-day program management of provincial teams and activities

Implementation planning and field-level problem solving

Primary collection of monitoring data and program evidence

Grant compliance, contractual obligations and acquittal

Preparation of all narrative donor reporting

Grants register, reporting calendar and audit-ready files

Synthesis of program evidence into donor-facing product

Donor-side relationships, due diligence and accreditation

3. Key responsibilities

3.1 Grant implementation oversight (approx. 30%)

- Maintain a consolidated grants register covering all active funding agreements, capturing deliverables, milestones, budgets, reporting dates and acquittal deadlines.




- Monitor implementation progress against approved workplans, budgets and logframes, working closely with the Country Manager – PNG, the Program Manager – PNG and provincial program teams.
- Identify variances, delays, underspends and scope changes early; elevate them promptly and coordinate variation requests, budget reallocations or no-cost extensions with donors.
- Convene regular grant review meetings with program, finance and provincial staff, and maintain a clear record of decisions and follow-up actions.
- Ensure grant activities are delivered in compliance with donor terms and conditions, ADI policies, and the MOU with the PNG National Department of Health.
- Coordinate grant start-up and close-out processes, including inception planning and final acquittal.

3.2 Donor reporting (approx. 35%)

- Prepare all narrative donor reports — progress, interim, annual, final and ad hoc — to a high professional standard and within contractual deadlines.
- Maintain a rolling 12-month donor reporting calendar and issue advance notice and clear data requests to contributors.
- Coordinate the collection of monitoring data, GEDSI-disaggregated results, beneficiary numbers, case studies, photographs and signed consent forms from provincial teams.
- Work with the Head of Finance to reconcile narrative and financial reporting so that each grant tells one consistent story.
- Draft ANCP and other DFAT-required reporting, including annual performance reporting and compliance declarations.
- Build and maintain a library of approved impact narrative, statistics, quotes and imagery for reuse in reports, proposals and communications.
- Provide the CEO with reporting summaries suitable for inclusion in Board and Committee papers.

3.3 Compliance, risk and documentation (approx. 15%)

- Maintain complete, well-organised and audit-ready grant files for every funding agreement.
- Support donor due diligence processes, audits, verification visits and ANCP accreditation reviews.
- Monitor grant-level compliance with ADI’s safeguarding, PSEAH, child protection, fraud and anti-corruption, counter-terrorism financing and procurement policies.
- Maintain a grants risk register and contribute grant-related risks to ADI’s organisational risk reporting.
- Escalate suspected fraud, safeguarding concerns or material compliance breaches directly to the Chief Executive Officer. This direct line of escalation applies irrespective of the ordinary reporting relationship and may be used without prior reference to the Country Manager – PNG.
- Support the Chief Executive Officer in proposal development by preparing compliance sections, budget templates, logframes and past-performance evidence.
- Track upcoming funding opportunities, expressions of interest and submission deadlines.
- Ensure lessons from implementation and reporting inform the design of new proposals.

3.5 Capacity building and collaboration (approx. 5%)

- Coach PNG-based program staff in donor compliance requirements,



data collection and report writing.
- Contribute to the continuous improvement of ADI’s grant management systems, templates and processes.
- Model ADI’s values and commitment to locally led development in all internal and external dealings.

5. Key performance indicators

- 100% of donor reports submitted on or before the contractual deadline.
- No material compliance breaches or adverse findings in donor audits or accreditation reviews.
- Grants register reviewed and accurate at the close of each month.
- Grant files complete and audit-ready at all times.
- Positive donor feedback on the quality, clarity and usefulness of ADI reporting.
- Variances and implementation risks escalated within agreed timeframes rather than discovered at report stage.

6. Working arrangements and conditions

- Part-time, three days per week (0.6 FTE). Working days to be agreed with the Country Manager – PNG, with at least one day overlapping the PNG team’s working week.
- Sydney-based, working from ADI’s office at Level 15, Grosvenor Place, 225 George Street. Hybrid arrangements available by agreement.
- Some flexibility required to accommodate meetings with PNG-based colleagues across time zones.
- Occasional travel to Papua New Guinea may be required.
- Appointment is subject to a satisfactory National Police Check, Working with Children Check, reference checks and evidence of work rights.
- The successful applicant must read, sign and comply with ADI’s Code of Conduct, Child Protection Policy, PSEAH Policy and related safeguarding policies.
- A six-month probationary period applies.

Essential

- Minimum five years’ experience in grants management, contract management or donor reporting within an Australian NGO, INGO or comparable environment.
- Demonstrated experience managing DFAT-funded grants, ideally under the ANCP, and working knowledge of the ACFID Code of Conduct.
- Exceptional written English and a proven ability to produce accurate, compelling donor reports for varied audiences.
- Robust financial literacy — able to read and interrogate budgets, variance reports and acquittals, and to reconcile them against narrative reporting.
- Highly organised and deadline-driven, with the proven capacity to operate as a sole practitioner — managing a portfolio of concurrent reporting obligations autonomously, in a small organisation, without a technical supervisor in the same office or discipline.
- Sound professional judgement and the confidence to raise compliance, budget or delivery concerns candidly with senior colleagues, including the Chief Executive Officer.
- Proven ability to work effectively cross-culturally and to obtain information from remote teams operating in low-connectivity environments.
- Advanced Microsoft Word and Excel skills and confidence with cloud-based file and data management.
- Unrestricted right to work in Australia.
- Demonstrated commitment to ADI’s values and to child protection, safeguarding and PSEAH obligations.

Desirable

- Direct experience working in or with Papua New Guinea or the wider Pacific.
- Experience with health, primary health care or health systems strengthening programs.
- Experience with corporate and philanthropic donors
- Familiarity with grant management or CRM software.
- Willingness and ability to travel to Papua New Guinea on occasion.

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📌 Grants Manager (New South Wales)
🏢 Australian Doctors International
📍 New South Wales