Pacific
Community
Communauté
du Pacifique
JOB DESCRIPTION
| Job Title: | Grants and Collaborations Team Leader – Performance Enhancement |
|---|---|
| Division and Section: | Grants and Collaborations Team, Operations and Integration Directorate |
| Location: | Suva, Fiji |
| Reporting to: | Grants and Collaborations Manager |
| Number of Direct Reports: | 2 |
| Purpose of Role: | The role will lead a small team within the Grants and Collaborations Team to ensure the effective and timely delivery of high-quality grant management services across SPC. The incumbent will provide expert advice and support on complex grant-related activities, strengthen grants management processes, and drive continuous improvements in grant systems and practices. The Team Leader will also play a key role in fostering strong relationships with internal and external stakeholders, ensuring grant activities meet SPC’s standards, comply with funder requirements and contribute to the achievement of SPC’s strategic objectives. |
| Date: | September 2026 |
The Grants and Collaborations Team Leader role sits within the Operations and Integration Directorate and is focused on Performance Enhancement of the grant processes and systems. This role provides services to all of our divisions, ensuring that SPC's grants and collaboration activities are managed effectively and in alignment with the strategic objectives of SPC. The Team Leader will be expected to lead improvements in how SPC manages the subgrant award process and addressing areas for ongoing improvement. This role will be part of the Digital Procurement and Grants Transformation Programme which covers reform of the SPC Grants Manual, evaluation of a Grants Management System (GMS) and strengthening of grant instrument architecture
The Performance Enhancement Team Leader is dedicated to improving grant and collaboration processes, and overall performance of the grants function. The position is expected to work collaboratively across SPC and maintain a consistent approach to grants management performance and continuous improvement.
The performance requirements of the Key Result Areas are broadly described below
- KRA 1: Systems and processes: Grants Performance, Quality and Continuous Improvement (35%)
- KRA 2: Systems, Data, Digitalisation and Process Improvement (25%)
- KRA 3: Advice and Guidance (15%)
- KRA 4: Management of staff (10%)
- KRA 5: Outreach, education and training (15%)
| Jobholder is accountable for | Jobholder is successful when |
|---|---|
| KRA#1 Systems and processes: Grants Performance, Quality and Continuous Improvement (35%) - Lead the development and implementation of initiatives to improve the efficiency, effectiveness, quality and consistency of SPC's grants and collaborations function. - Develop practical improvement plans and oversee their implementation, monitoring progress and reporting results to the Grants and Collaborations Manager. - Identify and Implement Improvements to Grants and Collaboration Tools and Systems: Enhance the tools and systems used for managing grants and collaborations, ensuring they support better understanding, compliance, and efficiency across SPC. - Monitor the performance of grants management processes and identify trends, bottlenecks, control weaknesses, recurring issues and opportunities for improvement. - Establish and maintain appropriate performance indicators, service standards and quality measures for the Grants and Collaborations function. - Recommend Policy and Process Updates: Regularly review and suggest updates to policies and processes related to grants and collaborations, ensuring they remain relevant and effective. - Lead Improvements in Grant and Collaboration Management: Take charge of specific components of improvement initiatives aimed at enhancing the overall management and effectiveness of grants and collaborations within SPC. Review grants management processes across the lifecycle to identify opportunities to simplify, streamline and strengthen controls without compromising compliance. - Support the Grants and Collaborations Manager in identifying strategic priorities for strengthening the grants function. | - Improvements in Processes and Tools Are Implemented: The job holder successfully implements enhancements to the tools and processes used in managing grants and collaborations, leading to more effective and efficient operations. - Improvements in Procedures are Implemented: The job holder ensures that recommended updates to procedures related to grants and collaborations are effectively integrated and adopted within SPC. - Active Contribution to Improving the Grants and Collaborations Function: The job holder actively contributes to the ongoing improvement of the grants and collaborations function, demonstrating initiative and leadership in enhancing the overall effectiveness and compliance of these activities within SPC - Improvement initiatives result in demonstrable gains in efficiency, quality, compliance, risk management and user experience. - Lessons learned are systematically captured and translated into improvements. - The Grants and Collaborations function demonstrates continuous improvement and stronger organisational performance. |
| - Ensure that improvements are documented, communicated and embedded into routine business practices. - Support SPC's Grants Manual reform programme by advancing SIDS-focused priorities, including simplified cost options and proportionate post-award reporting, and contribute to the redesign of grant frameworks | |
|---|---|
| KRA#2 Systems, Data, Digitalisation and Process Improvement (25%) - Lead the review and improvement of grants and collaborations systems, tools and workflows including supporting the evaluation, selection and implementation of a Grants Management System (GMS) including definition of business requirements and integration with Business Central (PR-to-Pay); and contribute to the transition to a Centre-Led operating model for grants management. - Identify opportunities for automation, digitalisation and improved use of technology across the grants lifecycle. - Work with ICT and relevant business units to define business requirements for grants management systems and digital solutions. - Promote the use of reliable grants data to support operational management, performance monitoring, reporting and decision-making. - Develop and maintain appropriate management information, dashboards and performance reports. - Identify data quality issues and establish mechanisms to improve data accuracy, completeness and consistency. - Lead the development, review and updating of standard operating procedures, templates, guidance notes and process maps. - Ensure changes to systems and processes are appropriately tested, documented, communicated and adopted. - Support integration and consistency between grants management tools and relevant SPC corporate systems. | - Grants systems and processes are increasingly efficient, user-friendly and fit for purpose. - Reliable data is available to support management and reporting requirements. - Opportunities for automation and digitalisation are identified and implemented where appropriate. - Policies, procedures, templates and guidance remain current and consistently applied. - System and process improvements are successfully adopted by users. Progress against the Grants Modernisation workstream (GMS evaluation/implementation and Grants Manual reform) is delivered to agreed programme milestones. |
| - Support the evaluation, selection and implementation of a Grants Management System (GMS) under the Digital Procurement and Grants Transformation Programme, including definition of business requirements and integration with Business Central (PR-to-Pay); and contribute to the transition to a Centre-Led operating model for grants management, in which ISS retains policy, systems and oversight while Divisions and country offices execute within defined guardrails. | |
|---|---|
| KRA#3 Advice and Guidance (15%) - Provide Expert Advice on SPC Grants And Collaborations Processes: Provide expert advice to the Grants and Collaborations Manager and senior management on grants management performance, risk, systems and process improvement. - Provide Advice to Decision-Makers on Complex Grant and Collaboration Issues: Provide evidence-based advice to relevant committees and decision-makers on systemic grants management issues and proposed improvements. - Brief decision-makers on trends, performance issues, risks and opportunities for improvement. - Prepare high-quality reports, briefing notes, dashboards and management information for internal stakeholders. - Support the Grants and Collaborations Manager in preparing reports for senior management, the Executive, governing bodies and the Audit and Risk Committee. - Identify and escalate significant or emerging risks and performance issues. - Provide advice on change management and implementation of new grants systems, processes and requirements. | - Proactive Advice to Stakeholders on Grants And Collaborations Issues: Offer proactive advice on grant and collaboration management, including addressing challenges and opportunities in the context of changing global conditions. - Advice to Decision-Makers on Complex Grant And Collaboration Issues: Provide informed advice to decision-makers (including relevant committees) on complex grant and collaboration matters, considering stakeholder requirements to ensure value-driven outcomes. - High-Quality Support and Advice is Provided: Stakeholders receive fact-based expert guidance and support, leading to effective grant management and successful collaborations. - Brief And Advise Key Decision-Makers: Ensure that key decisionmakers are fully briefed and advised on appropriate actions related to grants and collaborations. - Timely And Accurate Internal Reporting: Provide accurate and timely internal reports to the governing body, Audit and Risk Committee, and Executive on grant and collaboration activities. - Respond To Audit Requests Promptly: Ensure that audit requests related to grants and collaborations are responded to in a timely and thorough manner. |
| KRA#4 Management of staff (10%) - Team Leadership and Supervision: Lead the staff, ensuring clear direction, support, and motivation is provided to staff. - Recruitment and Staffing: Lead the recruitment and selection process ensuring that staffing level and capabilities are appropriate to meet operational needs. | - Resources Are Managed Effectively and Efficiently: Staff and resources are allocated and utilized in a manner that maximizes efficiency and effectiveness. - Team Performance Is Consistently High: The team consistently meets or exceeds performance expectations, with clear goals and regular assessments. |
| - Performance Management, Training, and Development: - manage the performance management process for staff ensuring that team performance goals are aligned with SPC objectives. - manage the training and development needs for staff ensuring continuous learning and skill development within the team. | - A Positive Work Environment Is Maintained: A collaborative and supportive team culture is fostered, promoting engagement and teamwork across all functions. - Staff Development Is Prioritized: Ongoing professional development opportunities are provided, ensuring that team members continue to build skills and competencies. - Health, Safety, And Well-Being Are Supported: The well-being of team members is actively supported through the implementation of health and safety protocols, and by addressing any concerns promptly. - Staff Performance Is Effectively Managed: Regular feedback is provided, and any performance issues are addressed promptly and constructively, ensuring consistency in performance management across the team. |
|---|---|
| KRA#5 Outreach, education and training (15%) - Develop mechanisms to capture, share and institutionalise lessons learned across the Grants and Collaborations Team. - Lead communication and change-management activities associated with new or revised grants processes, systems and requirements. - Provide Capacity Building: Lead the Development and delivery of training programs to internal and external stakeholders to enhance understanding and management of grants and collaborations, including pre-award and post-award processes, and as part of SPC's performance enhancement work. - Build Collaborative Relationships: Lead on Fostering strong, collaborative relationships with all SPC stakeholders, ensuring alignment and support for grants and collaborative activities. - Ensure Effective Communication: Lead on Maintaining open and effective lines of communication with key stakeholders, building strong relationships to support the effective implementation of grants and collaborative initiatives. - Maintain effective relationships with SPC Divisions and other stakeholders to understand user needs and identify opportunities to improve service delivery. | - Training and guidance respond to identified needs and result in improved compliance and performance. - Knowledge and lessons learned are systematically captured and shared. - Stakeholders understand changes to grants processes and are supported in adopting them. - Strong and constructive relationships are maintained with Divisions and key stakeholders. - SPC Staff are Supported: Ensure SPC staff are well-supported in understanding the requirements and processes for managing grants and collaborations, including pre-award, post-award, and performance enhancement activities. - Training is Provided: Regularly offer training sessions, workshops, and one-on-one guidance to SPC staff, ensuring clear communication through intranet updates, emails, and direct interactions. - Client Relationships are Strong: Maintain and enhance robust relationships with internal and external clients, ensuring their needs are met and that they have a thorough understanding of their roles and responsibilities in the grants and collaborations process. |
- Promote a service-oriented culture within the Grants and Collaborations function.
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):
- Lead Improvements in Grant and Collaboration Management: Take charge of specific components of improvement initiatives aimed at enhancing the overall management and effectiveness of grants and collaborations within SPC.
- Leading organisational change and continuous improvement across a complex grants management environment.
- Balancing process efficiency and user needs with compliance, risk management and donor requirements.
- Translating complex operational, financial, risk and performance information into clear recommendations.
- Leading implementation of new systems, digital tools and process changes
- Building consensus and securing adoption of new approaches across different teams and business units.
Functional Relationships & Relationship Skills:
| Key internal and/or external contacts | Nature of the contact most typical |
|---|---|
| External - Development partners - SPC members - Grant Applicants/Collaborators - Auditors | Nature of contact - Expert Advice: Provide expert advice to influence the strategic direction of grants and collaborations at SPC. - Negotiations with Various Stakeholders: Negotiate terms and conditions in agreements, ensuring alignment with SPC's objectives. - Collaboration with Grant Applicants/Collaborators: Work closely with external collaborators to facilitate successful grant submissions and project implementations. - Coordination of Input into Audits: Manage the coordination of information and responses required in the grants and collaborations area for external audits. - Capacity Development of Applicants/Collaborators: Provide guidance and support to external applicants and collaborators to enhance their understanding of SPC's grant and collaboration processes. |
| Internal - Programme and project managers - Division and O&I Management | - Expert Advice: Provide expert advice to influence the strategic direction and |
| - Grants and Collaborations staff (in Suva and Noumea) - Legal Team - ICT - Internal Audit - Grants Committee members - ISS Digital Procurement and Grants Transformation Programme Board | implementation of grants and collaborations within SPC. - Coordination, Briefing, and Training: Coordinate, brief, and train to ensure effective decision-making. - Ensuring the Quality of Documentation: Oversee the preparation and quality of grants and collaboration documentation, including regular reports on the grants portfolio - Education, Training, and Outreach: Lead education and training initiatives to build internal capacity to extract grants data and make informed decisions - Share lessons learned and good practice. |
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Level of Delegation:
Routine Expenditure Budget: 0 Euro
Budget Sign off Authority without requiring approval from direct supervisor: 50 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
| Essential: | Desirable: |
|---|---|
| - A postgraduate qualification in a relevant field such as law, finance, grants management, business administration or international development or equivalent body of knowledge and experience. | - Professional certification or recognised training in grants management, project management, risk management, process improvement, compliance, audit or related disciplines. |
Knowledge/Experience
| Essential: | Desirable: |
|---|---|
| - At least 7–8 years of relevant experience in grants management, programme/project management, business administration, finance, risk management, compliance, process improvement, international development, law or a related field. - Demonstrated experience leading or coordinating teams and/or complex cross-functional initiatives. - Demonstrated experience reviewing and improving organisational processes, systems or operating procedures. - Experience in performance monitoring, data analysis and management reporting. - Experience developing guidance, procedures, tools and training materials. - Demonstrated ability to translate complex information into practical recommendations. - Excellent written and verbal communication skills, with the ability to present information clearly and persuasively to different audiences. - Problem-Solving and Decision-Making: Strong analytical and problem-solving skills, with the ability to make informed decisions. - Stakeholder Engagement: Strong ability to engage and collaborate with diverse stakeholders, including internal teams, external partners, and funders. - Financial Acumen: Solid understanding of budgeting, financial reporting, and resource management. - Adaptability and Learning Orientation: Willingness to learn and adapt to new challenges, with a proactive approach to professional development. - Ethics and Integrity: Commitment to upholding ethical standards and ensuring transparency in all activities. - Familiarity with grant management, donor compliance, and subgrant award processes. | - Experience with grants management systems, business process automation or digital transformation. - Advanced use of Microsoft Power Platform, SharePoint, Power BI or equivalent systems. - Experience in developing organisational performance frameworks or service standards. - Experience working in or with Pacific Island countries and territories. - Experience with grants management systems, business process automation or digital transformation will be a plus - Fluency in French. |
Key Skills/Attributes/Job Specific Competencies
The following levels would typically be expected for the 100% fully effective level:
| Expert level | - Grants Management Expertise: Extensive knowledge and experience in managing and overseeing sub-grant processes, ensuring compliance with internal policies and external standards. - Performance and Process Improvement Expertise in analysing processes, identifying performance gaps and designing practical improvements. - Change Management Ability to lead organisational change, build stakeholder ownership and embed new processes and ways of working. Competence in leading and managing change initiatives, particularly in relation to subgrants processes. - Interpersonal Skills: Exceptional ability to build and maintain strong working relationships with internal and external stakeholders, ensuring effective collaboration and communication. - Strategic Advice and Support: Expertise in providing high-level advice to senior management and stakeholders, influencing decisions related to grants and collaborations. - Communication Excellent written and verbal communication skills, with the ability to communicate complex issues clearly to technical and non-technical audiences. |
|---|---|
| Advanced level | - Data and Performance Management Ability to use data and management information to identify trends, assess performance and support decision-making. - Digital and Technology Awareness Understanding of opportunities presented by digitalisation, automation and data-driven management. - Microsoft Office / Digital Tools Strong knowledge of Microsoft Office and relevant collaboration, reporting and workflow tools. - Project Planning and Coordination Strong ability to plan and coordinate multiple improvement initiatives and deliver agreed outcomes. - Team Leadership Demonstrated ability to lead, motivate, develop and manage a diverse team. - Stakeholder Relationship Management: Advanced skills in managing relationships with stakeholders, ensuring their needs are met, and fostering a collaborative working environment. - Project Planning and Coordination: Strong ability to plan, coordinate, and manage complex projects, ensuring they are delivered on time and within scope. - Knowledge of Relevant Policies and Procedures: Advanced understanding of organisational policies, particularly related to sub-grants |
| Working knowledge | - Cultural Sensitivity: Ability to work effectively in a multicultural and multiethnic environment, showing respect and understanding for diverse perspectives. - Regional Knowledge: Awareness of the challenges and opportunities related to grants and collaborations in the Pacific region. - Microsoft Office Proficiency: Competent in using Microsoft Office |
Key Behaviours
All employees are measured against the following Key Behaviours as part of Performance Development:
- Change and Innovation
- Interpersonal Skills
- Teamwork
- Promotion of Equity and Equality
- Judgement
Personal Attributes
- High level of professional integrity and ethics
- Friendly demeanor
- 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 or regulatory requirements or 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.
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