Finance and Administration Assistant

• Attractive local package
• Friendly and supportive team environment
• Join the principal development organization in the Pacific region

Description

The Pacific Community (SPC) is the principal scientific and technical organisation in the Pacific region, supporting development since 1947. We are an international development organisation owned and governed by our 27 country and territory members. In pursuit of sustainable development to benefit Pacific people, our organisation works across more than 25 sectors. We are known for our knowledge and innovation in such areas as fisheries science, public health surveillance, geoscience, and conservation of plant genetic resources for food and agriculture.

The Geoscience Energy and Maritime (GEM) Division provides advice, technical assistance, research and training support to Pacific Island countries and territories (PICTs). There are three (3) areas of scientific programming and two areas of focus within this division:

1. Oceans and Maritime Programme (OMP) – assists member countries with services that provide applied ocean science and knowledge for evidence-based policy-making and technical solutions for improved ocean and maritime governance, management and capacity development.
2. Georesources and Energy Programme (GEP) – assists member countries by applying technical knowledge in the areas of geoscience and sustainable energy use.
3. Disaster and Community Resilience Programme (DCRP) – assists member countries to demonstrate strengthened resilience through integrated action on disaster risk management, climate change adaptation, natural resource management and increased access to water and sanitation.

The Pacific Humanitarian Warehousing Program (PHWP) is an eight-year multi-partner, multi-country initiative to enhance humanitarian warehousing capabilities across 14 Pacific Island Countries and Timor-Leste via three areas of intervention – warehousing infrastructure, supplies (non-food items) and warehousing systems, including integration into local and regional humanitarian architecture. The program is framed by three thematic priorities – gender equality, disability and social inclusion; localization; and green humanitarian action. By the end of the eight-year period, it is expected that participating countries are able to respond to disasters increasingly independently and sustainably.

The role – Finance and Administration Assistant will be responsible for supporting the administrative and financial delivery of the Pacific Humanitarian Warehousing Program (PHWP) in accordance with SPC and Donor requirements. The responsibilities will include the management of project accounting, audit, and budgetary controls, monitoring of project sub contractual requirements, support for procurement of works and services contracts, support for the development and acquittal of country grant agreements funding with Pacific Island countries.

The key responsibilities of the role include:

Financial and procurement support services

• Support the delivery of financial and procurement reports using SPC’s financial systems.
• Monitor project expenditure against approved budget on a monthly basis.
• Ensure financial transactions and project procurements comply with SPC’s Financial and Procurement guidelines.
• Facilitate sub-recipient grants to countries and ensure that quarterly sub-recipient acquittals are received and processed in system.

Travel and logistics management

• Manage travel requirements for program staff, including liaising with travel agents on itinerary and tickets.
• Ensure travel is budgeted for and in line with the work plan.
• Support the development of budgets for regional workshops and field travel needs.
• Facilitate travel arrangements for regional and national workshops.

Administration and operations support

• Manage day-to-day administration and operations work.
• Manage and monitor project filing systems, including the archiving and backup of project documents, information and data in a format suitable for supporting mid-term and terminal evaluations.
• Effectively manage project assets records.

For a more detailed account of the key responsibilities, please refer to the online job description.

Key selection criteria

Qualifications

• A degree in business administration, commerce, accounting, or similar field with 3 years of experience in project accounting or financial administration in a medium to large organisation; or
• A diploma in business administration, commerce, accounting or similar field with 5 years of experience in project accounting or financial administration in a medium to large organisation.

Technical expertise

• Demonstrated experience in donor project finance and administration.
• Proven track record in financial audit administration and compliance with accounting standards.
• Experience in logistics management including travel arrangements for workshops and training programs.
• Strong knowledge of procurement processes and financial management systems.
• Proficiency in using financial software and data management systems.         

Language skills

• Excellent English communication skills (oral and written).

Interpersonal skills and cultural awareness

• Ability to work in a multicultural, inclusive and equitable environment.

Salary, terms and conditions

Contract Duration – 3 years – subject to renewal depending on funding and performance.

Remuneration – The Finance and Administration Assistant is a band 7 position in SPC’s 2024 salary scale, with a commencing taxable salary range of FJD 2,287-2,859 per month, plus local staff benefits. An offer of appointment for an initial contract will normally be made in the lower half of this range, with due consideration given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews.

Recruitment principles – SPC’s recruitment is based on merit and fairness, and candidates are competing in a selection process that is fair, transparent and non-discriminatory. SPC is an equal-opportunity employer, and is committed to cultural and gender diversity, including bilingualism, and will seek to attract and appoint candidates who respect these values. Due attention is given to gender equity and the maintenance of strong representation from Pacific Island professionals. If two interviewed candidates are ranked equal by the selection panel, preference will be given to the Pacific Islander.

Applicants will be assured of complete confidentiality in line with SPC’s Privacy Policy.

Application procedure

Closing Date – 6 October 2024 at 11:59pm (Fiji time)

Job Reference: JM000752

Applicants must apply online at http://careers.spc.int/

Hard copies of applications will not be accepted.

For your application to be considered, you must provide us with:

• an updated resume with contact details for three professional referees
• a cover letter detailing your skills, experience and interest in this position
• responses to all screening questions

Your application will be considered incomplete and will not be reviewed at shortlisting stage if all the above documents are not provided. Applicants should not attach copies of qualifications or letters of reference. Please ensure your documents are in Microsoft Word or Adobe PDF format.

Only Fijian citizens are eligible to apply for this role.

SPC does not charge a fee to consider your application and will never ask for your banking or financial information during the recruitment process.

Screening Questions (maximum of 2,000 characters per question):

1. Please describe your experience in travel and logistics management/administration for regional and national workshops and identify three lessons learned.
2. Refer to one example where you have been involved in the financial management of a project funded by sources external to your organisation. Please highlight two key lessons you have learned from that process.
3. Relating to one procurement system with which you are familiar, identify three main principles of procurement and select the one principle you feel is most important and explain why you selected this particular principle.

Position Description