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Home · Federal Court of Australia · Project Administrator

The role

Key Responsibilities and Duties

The Project Administrator will:

  • Organise and implement a suite of IPU activities. This includes planning, communication coordination, administration, booking and tracking international/domestic travel and other activity-based logistics,
  • Draft and compile briefings, communications and project materials, as well as contributing to activity and program Track, collate and manage all quotes, invoices for internal/external submission/acquittals as required,
  • Calculate pay allocations, pro bono contributions and allocate task codes to project activities,
  • Support the Court’s finance team to manage and process payments efficiently and effective,
  • Obtain quotes, make payments including international transfers, and acquit expenses,
  • Establish and maintain an asset and gift register,
  • Maintain accurate, up-to-date and accessible records of all quotations, invoices, completed financial templates and other financial documentation and information for auditing purposes,
  • Communicate in an effective, timely and professional manner internally and across cultures,
  • Support the Project Coordinator with the implementation of IPU activities,
  • Work collaboratively and collegially with other team members, including overseeing volunteers; and
  • Any other tasks required to support the activities and projects of the International Programs Unit.


Key Relationships

Judicial and court officers within the Federal Court, other Australian courts, and partner courts in other countries, and the International Programs Unit.


Competencies & Attributes

The Project Administrator will possess the following competencies (knowledge, skills and attitudes) to deliver the role: 

  1. Project Management: administer and implement activities within agreed timeframes, budget and to a high standard.
  2. Budget Management: monitor and acquit activity expenditure in line with approved budgets, client/donor financial policy and value for money considerations. Comply with the financial requirements associated with donor-funded international development projects, and Federal Court procurement rules.
  3. Communication: Establish and maintain strong and cooperative working relationships with all Partner Courts, team members, stakeholders and technical advisers. Effective interpersonal, communication and relationship building skills with stakeholders of various seniority, internally and across cultures.
  4. Administration, logistical and budget support: implement the administration, logistics and budget arrangements for the PJIP activities in line with procedural guidelines and rules.
  5. Reporting: support activity and budget donor and Court reporting requirements.
  6. Professionalism: deliver all activities with a high level of professionalism, integrity, collegiality, attention to detail and flexibility in a dynamic environment of changing and competing priorities.

Job description

Position Overview

The Federal Court of Australia is globally recognised as an exemplar of judicial development with an uncompromising commitment to the quality of its services. The Court has close relationships with judges and courts around the world, particularly across Asia and the Pacific. Since its establishment in 1977 the Court has played a significant role in the provision of assistance to over 50 countries. Its strong collaborative links and unparalleled access to networks and individuals around the world provide invaluable resources in the delivery of high-quality professional development and capacity building support to partner judiciaries in both bilateral and multilateral contexts. 


To support this work, the Court has a dedicated International Program Unit (IPU), which implements various international cooperation projects, including the Australia Pacific Judicial Partnership (APJP) which works cooperatively with 15 Pacific Island courts (PICs). The APJP is a multi-year project to enhance the quality, accessibility, efficiency and effectiveness of judicial and court services in PICs. The APJP will work closely with PIC partners on new and emerging needs as well as coordinating with regional stakeholders and conducting a series of activities to provide technical and specialist expertise to support the capacity of courts within the region.


The International Programs Unit are seeking a Project Administrator to help implement activities under the Australia Pacific Judicial Partnership (APJP) project. The Project Administrator - APJP will play a key role in supporting the delivery of International Programs Unit (IPU) activities and is responsible for coordinating and implementing a range of program activities, including project administration, planning, communication, logistics, and financial administration. The role works closely with the Project Coordinator and finance team and requires exceptional attention to detail and organisation, communication and a demonstrated understanding of project management principles. 

Eligibility requirements

Selection Criteria

  1. At least 3 years’ experience administering and implementing complex development assistance activities and programs.
  2. Demonstrated experience in effectively managing complex travel and other activity logistics, preferably in the Pacific. 
  3. Demonstrated experience in project budgeting, tracking, management, acquittals and document management.
  4. Effective time management and capacity to ensure that activity work plans are followed and (often concurrent) deadlines are met on time.
  5. Ability to work collaboratively and collegially, as well as with minimal supervision.
  6. Proficient in using technology to perform functions and maximise reach/efficiency of activities, including Zoom, Microsoft Office (Word, Excel and Teams).
  7. High level of professionalism, integrity, attention to detail and flexibility in a dynamic environment of changing and competing priorities.
  8. Solutions-focused commitment to resolving activity and interpersonal challenges restoratively and expediently. 
  9. Skills with graphic design of forms, templates, reports, newsletters, webpage entries, are desirable, although not essential

Formal Qualifications

Higher education or degree in business administration or project management; or at least 3 years’ experience working within the international development sector in a similar role. 


Special Requirements

Potential travel in the Pacific region, including remote locations may be available to support education and learning opportunities in different cultural settings. Flexibility to work irregular hours, if required, to meet peak work demands, particularly during travel. 

About the agency

The Chief Executive Officer and Principal Registrar of the Federal Court, together with officers and staff identified under the Federal Court of Australia Act 1976, the Federal Circuit and Family Court of Australia Act 2021 and the Native Title Act 1993, constitute a single Statutory Agency for the purposes of the Public Service Act 1999. Employees are engaged to work in support of the following courts or tribunal: • Federal Court of Australia, • Federal Circuit and Family Court of Australia, and • National Native Title Tribunal. Employees are covered by the Federal Court of Australia Enterprise Agreement 2024-2027. The Federal Court and the Federal Circuit and Family Court each maintain a distinct statutory identity, with separate functions and judicial independence.

Notes


How to apply

To apply, please complete the application form on the Court’s careers portal.

As part of your application, you will be required to submit a written response to the selection criteria listed in the position description (maximum word limit 1500). Please ensure this document is attached before submitting your application.

If you have any issues with applying, please email [email protected]


Eligibility

Employment with the Court is subject to the conditions prescribed in the Public Service Act 1999, and the following:

  1. Australian citizenship – the successful applicant must hold Australian citizenship.
  2. Security and character clearance – the successful applicant must satisfy a Police Records Check and may also be required to complete security clearances during the course of their employment.
  3. Successful applicants engaged into the APS will be subject to a probation period.

Interested candidates who have received a redundancy benefit from an APS agency are welcome to apply but note that they cannot be engaged until their redundancy benefit period has expired


Diversity and Inclusion

The Federal Court of Australia is committed to supporting an inclusive and diverse workforce and welcomes and encourages applications from People with Disability, First Nations peoples, LGBTIQA+ people, people from Culturally and Linguistically Diverse backgrounds, Mature age workers, as well as young workers and supporting an inter-generational workforce and supporting gender equity and families. 

The Federal Court of Australia will provide reasonable adjustments for candidates to participate equitably in the recruitment process and discuss workplace adjustments to fulfil the inherent requirements of the role. 


Artificial Intelligence (AI) in recruitment

Candidates may use AI tools to assist with their participation in this recruitment process unless otherwise advised. Where AI tools are used, candidates are responsible for ensuring that all information submitted is transparent, accurate, and genuinely reflects their own skills, capabilities, and experience.

For more information, see:

Principles for candidate use of AI in Recruitment 


Aboriginal and Torres Strait Islander people, as well as Pasifika background applicants, are strongly encouraged to apply.