Procurement Officer

Suva | Fiji

The Operations and Management Directorate (OMD) provides organisational governance and support to SPC divisions and programmes in areas such as finance, administration (including travel and event coordination and procurement), human resources, ICT and knowledge management.

The role – The Procurement Officer oversees procurement and operational activities, ensuring compliance with SPC’s financial and corporate policies and procedures. The requirements of the key results areas for the position are broadly identified below:

  • Oversee implementation of administrative policies, provide interpretation and ensure compliance: work closely with the Procurement Office in Noumea and other SPC offices to ensure that administrative policies and procedures are implemented in a standardised manner across the company; provide guidance to SPC staff on the requirements of policies related to procurement requests; conduct briefings and training for staff on administration policies; provide documentation and support during internal and external auditing and assist in responding to enquiries; and facilitate reviews and updating of policies as and when required.
  • Review and approve purchase order requests, ensuring compliance with policies: review all purchase order requests to ensure compliance with policies before approving in SPC’s financial system (Navision); review and approve new vendor entry requests; review and process the approval of requests for non-competitive procurement; and facilitate team reviews of complex procurement activities.
  • Facilitate major requests for proposals (RFPs) and tender processes: develop tender documents and facilitate advertising of tenders; manage the bidding system; facilitate the establishment and approval of procurement committees; provide support and guidance to procurement committees during tender evaluation; and update procurement notices and awards on SPC’s website.
  • Oversee contract management activities and registers for SPC contracts: manage the contract register and RFP register and allocate contract RFP numbers; generate contracts; assist in negotiating and finalising contracts; and seek legal advice on contract/tender review and finalisation if necessary.
  • Oversee corporate general and travel insurance management: assist with liaison, negotiation and renewal of general and travel insurance on an annual basis; prepare advisories for staff on travel and general insurance coverage; assist staff in completing insurance claim forms; keep a record of all insurance claims submitted and follow-up on settlement; and prepare annual returns for insurance service providers.

Key selection criteria

1. Qualifications

Degree in procurement/supply chain management or a related field.

2. Technical expertise

At least 5 years’ experience in procurement management in a large organisation; experience in handling internal and external audits; experience in working in a donor funding environment is desirable. Experience in contract negotiation and management of preferred supplier agreements and tender documentation. Demonstrated experience in providing sound guidance and support for policy review and implementation.

3. Essential skills

Ability to manage competing demands in a busy environment. Excellent organisational skills with an ability to communicate effectively with a diverse range of staff. Ability to work as effectively as part of a team as well as independently, with a strong commitment to customer service. Excellent IT skills, including Microsoft Word, Excel, Outlook and MS Project. Excellent skills in written and oral English with the ability to mentor and build capacity within teams.

4. Language skills

Excellent English skills, with a working knowledge of French being an advantage.

5. Interpersonal skills and cultural awareness

Good interpersonal skills. A team player, with the ability to network and work effectively in a multicultural setting. Cultural sensitivity, and a demonstrated understanding of developing country environments. Knowledge of Pacific Island countries and territories is an advantage.

Salary, terms and conditions

Required start date – This position is immediately available.

Contract duration – This position is budgeted for three years initially and may be renewed depending on available funding and performance.

Remuneration – The Procurement Officer is a Band 9 position within SPC’s 2016 salary scale, with a starting salary range of 2,132‒2,665 SDR (special drawing rights) per month, which currently converts to approximately FJD 6,267–7,834 (USD 2,963–3,704; EUR 2,695–3,369). 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. Remuneration of expatriate SPC staff members is not subject to income tax in Fiji; however, Fiji nationals employed by SPC in Fiji will be subject to income tax.

Applicants must apply online at: http://spc.turborecruit.com.au/job/job_details.cfm?id=368198&from=direct

Hard copies of applications will not be accepted or considered. For your application to be considered, you will need to provide:

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

Please ensure that your documents are in either Microsoft Word or Adobe PDF format.

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.
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  • Organization: SPC - Pacific Community
  • Location: Suva | Fiji
  • Grade: Mid/Senior
  • Occupational Groups:
    • Management, Administration and Finance
    • Procurement
  • Closing Date: 2016-07-07

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