img-0.jpeg

Pacific Community

Communauté du Pacifique

JOB DESCRIPTION

tbl-0.md

Organisational Context and Organisation Chart

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, geoscience, and conservation of plant genetic resources for food and agriculture.

The Public Health Division (PHD) employs around 40 staff based in Noumea and Suva. It supports members in developing healthier Pacific Island people and communities. The primary focus of the division is to provide scientific and technical assistance and to support the implementation of plans and programmes in member countries and territories. The primary goal for all PHD activities is to promote population health and well-being,

Page 1

prevent diseases, restore and/or maintain health and reduce inequalities in health. PHD is primarily concerned with improving and protecting public (population) health, rather than individual treatment services.

The PHD is comprised of five programmes: 1) Surveillance, Preparedness and Response Programme (SPRP); 2) Non-Communicable Diseases Prevention and Control Programme (NCDP); 3) Clinical Services Programme (CSP); 4) Laboratory Services Programme (LSP); and 6) Health Integration and Innovation Programme (HIIP).

The Finance and Administration Officer (FAO) position is based in Suva, within the Office of the Director PHD, as part of the Finance, Administration and Procurement Team (FAPT). The position will support the Finance Team Leader and the FAPT in the delivery and execution of workplans through the provision of sound financial and administration services, that are aligned to program objectives and are in compliant to all SPC and donor corporate requirements.

img-1.jpeg

Key Result Areas (KRAs):

The position of Finance and Administration Officer (FAO) encompasses the following major functions or Key Result Areas:

  1. Budget preparation, monitoring, and financial reporting
  2. Accounting, audit, and compliance
  3. Procurement, grant and operational support
  4. Overall administrative support

Page 2

The performance requirements of the Key Result Areas are broadly described below:

tbl-1.md

Page 3

KRA 3: Procurement, grant and operational support (20%)

  • Lead PHD's procurement engagements (programmes and projects), in line with SPC policies and donor requirements.
  • Preparation and monitoring of the Division's annual procurement plan.
  • Support the SPC annual procurement planning process, as required.
  • Provide solutions-oriented guidance to the Division on all procurement related matters.
  • Lead PHD's granting engagements (programmes and projects), in line with SPC policies and donor requirements.
  • Facilitate the granting process (as and when required) and the management of the relevant contractual agreements.
  • Provide solutions-oriented guidance to the Division on all granting related matters
  • Monitoring of the Division's risks associated with its procurement plan and grant activities.
  • Manage vendor relationships, and the operational support provided to the Division, and ensure that the communication flows are clear and timely.
  • Fully compliant Annual Procurement Plan for the Division.
  • Timely dissemination of procurement and granting advice to the Division.
  • Professionally managed contracts (vendors and consultants) with timely delivery of services to the stakeholders.
  • Smooth collaboration with the Procurement, Grants, and Corporate Finance teams.
  • Proactive risks and mitigation assessments.
  • Updated PHD tracker of all Memorandum of Understanding (MOU), Letter of Agreements (LOA), Donor, and Grant contract agreements.
  • Professionally managed relationships with Division vendors.
  • Operational support (including feasible ad-hoc requests) executed within the relevant periods.

KRA 4: Overall administrative support (15%)

  • Contribute to the SPC Finance and Procurement shared services agenda which includes knowledge sharing, process refinements / reviews and increasing collaboration.
  • Facilitate administration relating to staff travel, meetings, trainings, and field exercises
  • Ensure that financial acquittals are provided on a timely basis and support documentation is sufficient and adequate.
  • Ensure that all the Division's finance documentation is well prepared and stored in readily available mediums in line with audit standards.
  • Liaise directly with PICTS and other stakeholders on project administration issues, country specific financial policies and financial reporting matters.
  • Provide training to project stakeholders and grantees where required in SPC financial management policies and requirements.
  • Provide general support across Programmes where required in finance and administration activities.
  • Tasks allocated are completed in a timely manner and of high quality.
  • All travel arrangements and training logistics successfully done in line with the SPC's policies.
  • Financial management support provided to stakeholders is timely and well informed.
  • All financial acquittals are vetted and cleared in a timely manner.
  • All finance documents are well organized, audit ready and easily accessible.
  • Project teams are well informed of SPC's financial and operational mandates.
  • The project operations are well aligned to the PHD internal finance and administration processes as well as overall SPC policies.

Page 4

The above performance requirements are provided as a guide only. The precise performance measures for this job will need further discussion between the jobholder and supervisor as part of the performance development process.

Most Challenging Duties Typically Undertaken (Complexity):

  • • Ensuring that financial progress and final reports are submitted in accordance with donors reporting requirements.
  • • Providing timely financial information to programmes and other stakeholders. Regularly reviewing budgets and forecast to ensure funds are managed efficiently.
  • • Identifying potential issues related to risk management and advising on solutions.
  • • Facilitating audits in a timely manner.
  • • Ensuring compliance with SPC Corporate Policies.
  • • Ensuring the administrative Standard Operating Procedures are updated and adhered to.
  • • Managing competing procurement needs of PHD Programmes.
  • • Liaising with focal contacts within Ministries of Health, Ministries of Foreign Affairs, technical and other regional organisations.

Functional Relationships & Relationship Skills:

tbl-2.md

Page 5

Level of Delegation:

Routine Expenditure Budget: <Overall operational budget managed by the role: 0 Euro

Budget Sign off Authority without requiring approval from direct supervisor: 0 Euro

Personal Specification:

This section is designed to capture the expertise required for the role at the 100% fully effective level. (This does not necessarily reflect what the current position holder has.) This may be a combination of knowledge / experience, qualifications or equivalent level of learning through experience or key skills, attributes or job specific competencies.

Qualifications

tbl-3.md

Knowledge/Experience

tbl-4.md

Page 6

Key Skills/Attributes/Job Specific Competencies

The following levels would typically be expected for the 100% fully effective level:

tbl-5.md

Key Behaviours

All employees are measured against the following *Key Behaviours** as part of Performance Development:*

  • Building Individual Capacity
  • Change and Innovation
  • Interpersonal Skills
  • Judgement
  • Leadership
  • Promotion of Equity and Equality
  • Teamwork

Personal Attributes

  • High level of professional integrity and ethics
  • Friendly demeanour
  • Demonstrated high level commitment to customer service

Change to Job Description:

From time to time, it may be necessary to consider changes in the job description in response to the changing nature of the work environment - including technological requirements or statutory changes. Such change may be initiated as necessary by SPC. This Job Description may also be reviewed as part of the preparation for performance planning for the annual performance cycle.

Page 7

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.