POSITION DESCRIPTION
Position title:
Team Administrator (Development and Scholarships)
Reports to:
Deputy High Commissioner
Location:
Nuku’alofa, Tonga
Term of position
Open tenure
Organisation profile
New Zealand’s international aid and development
programme is managed by the Ministry of Foreign Affairs
and Trade (MFAT), represented in Tonga by the New
Zealand High Commission. The New Zealand Aid
Programme aims to support sustainable development in
developing countries, in order to reduce poverty and
contribute to a more secure, equitable and prosperous world.
The aid programme in Tonga is focused on sustainable
economic growth (including energy), law and justice, and
education and skills development. Each year, New Zealand
offers 31 long-term and up to 21 short-term scholarships to
Tongan citizens living in Tonga.
Context
This role is based in the New Zealand High Commission in
Nuku’alofa, Tonga.
The team at the High Commission works closely with MFAT
in Wellington to manage New Zealand’s official development
assistance through aid delivery (including scholarships),
relationship management, and policy engagement.
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Purpose
To effectively manage the New Zealand Scholarships
Programme for Tongans to study in New Zealand, in the
Pacific region, and in Tonga; and to provide administrative
support for the delivery of New Zealand’s aid programme
for Tonga and the New Zealand High Commission Fund.
Position objectives
Deliver timely and high quality scholarships management
and development administration outputs.
Meet deadlines and MFAT’s performance and quality
standards.
Maintain strong relationships and work collaboratively with
internal and external stakeholders.
Personal
accountabilities
This role will formally report to the Deputy High
Commissioner, who has responsibility for management of
the New Zealand Aid Programme in Tonga.
Functional
relationships
Develop and maintain effective, collaborative relationships
with the following:
Internal




Deputy High Commissioner (line manager)
High Commissioner
Other MFAT seconded (sent from Wellington) and
local New Zealand High Commission staff
International Development Group (IDG) staff at MFAT
in Wellington
External




Tongan Government officials
Other development partners
Community groups and non-government organisations
Prospective students, scholarship holders, and
scholarship alumni.
Responsibilities
Relationship
Management

Develop and manage in-country relationships with
key stakeholders.

Represent the New Zealand High Commission at
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meetings and events, including to promote the
New Zealand Scholarships Programme, scholarships
alumni, and the New Zealand High Commission Fund
(NZHCF), through outreach events on Tongatapu and
the outer islands.
Scholarships
Management,
including the InCountry Awards
scheme
New Zealand High
Commission Fund
Management
Policy engagement

Respond
to
public
enquiries
and
routine
correspondence on the New Zealand Scholarships
Programme and the In-Country Awards scheme
(ICA).

Manage the implementation of New Zealand’s
Scholarship Programme for Tonga, including
managing the online processes to assess, shortlist,
interview, and liaise with scholarship applicants, as
advised by MFAT Wellington; and facilitate predeparture arrangements.

Build and manage relationships with scholarship
applicants (and their parents), awardees and alumni;
Tongan Government officials, MFAT’s Scholarships
team, and staff at other New Zealand High
Commissions in the Pacific.

Maintain student data, and report on as required, all
Scholarships Programmes for Tonga.

Review budgets and invoices, prepare financial
payments for approval.

Apply Scholarships Programme and ICA policy and
guidance to meet MFAT quality standards.

Promote the New Zealand High Commission Fund to
stakeholder groups, including the Ministry of Internal
Affairs, and respond to NZHCF queries.

Receive, data-enter and undertake an initial
assessment of NZHCF applications. Prepare for
endorsement by the Deputy High Commissioner and
approval by the High Commissioner.

Advise applicants of the outcome of the NZHCF
round, while maintaining and managing relationships
with community groups.

Proactively manage the contractual arrangements for
successful applications, including payments, financial
management, monitoring and reporting on progress.

Contribute to the development of scholarships policy,
to optimise scholarship outcomes for Tongan
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scholarships holders.
Administration
Other

Contribute to in-country analysis and reporting on the
Scholarships Programme and NZHCF for MFAT and
the Tongan Government.

Engage with the Tongan Government and other
stakeholders on scholarships policy.

Coordinate development team travel arrangements.

Contribute to, and provide administrative support for,
planning and delivery of visits, workshops and other
events undertaken by the New Zealand High
Commission.

Ensure that internal and external correspondence
meets MFAT standards.

Assist with other tasks related to the successful
delivery of the New Zealand Aid Programme in
Tonga, as requested.
Note: The Ministry reserves the right, following consultation, to alter the allocation of
tasks, responsibilities, and the work team in order to best meet business needs.
Person Specification

A tertiary qualification in a relevant discipline.

A high standard of Tongan and English written, oral
and listening skills.

Excellent computer skills with advanced competency
in Excel, Word and PowerPoint. Able to quickly learn
new systems.
Experience and

Knowledge Required
At least three year’s work experience, with
demonstrated project management skills (project
planning and organisation, monitoring and reporting).

Demonstrated experience in understanding and
implementing processes and systems, including
budget
administration.
Strong
information
management skills.

Able to communicate clearly and present information
in a structured way.

Attention to detail.
Qualifications and
Technical Skills
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Personal Qualities
Additional
comments

Able to quickly learn new systems and processes,
and international development concepts.

Able to plan, organise and undertake multiple tasks
while maintaining a clear focus on the overall plan.

Sound time management. Able to prioritise and plan
your own workload and work independently and
effectively with minimal supervision.

Able to deal with difficult situations and to develop
appropriate responses based on sound judgment.

Able to develop and maintain effective relationships
based on trust.

Flexible, able to work under pressure, and selfmotivated.

A willing, positive and inclusive team player, and a
willingness to work in a team support role.

As this is a locally engaged position, the right to work
in Tonga is required.

A Police Clearance is required.

A certified copy of academic transcripts
completion certificates are required.

A driver’s licence is highly desirable.
and