Country Programme Assistant - Vanuatu

• Port Vila-based position
• Join the principal development organisation in the 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 26 country and territory members. In pursuit of sustainable development to benefit Pacific people, our organisation works across more than 20 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 Educational Quality and Assessment Programme (EQAP) has the vision of being ‘The agency for educational quality in the Pacific region’.  The mission of the Educational Quality and Assessment Programme is to enhance the quality of education and training for Pacific leaners to realise the benefits of lifelong learning. The Educational Quality and Assessment Programme seeks to promote the following core values within the context of SPC’s corporate values:

• creating a culture of quality;
• creating a culture of continuous improvement;
• cultural and political sensitivity;
• respect for the autonomy and priorities of each PICT’s education system; and
• assimilating expressed needs of countries into its technical delivery.

The role – The Country Programme Assistant - Vanuatu will support EQAP in implementation of the country work programme.

The key responsibilities of the role include:

1. Implementation of the Regional Form Seven Qualification

• Monitoring and support for timely submission and/or entry into PacSIMS of: enrolment data, fee payments, IA programs for approval, IA scores
• Verification of SPFSC IA Program implementation and submits report to EQAP
• Customs clearance of the SPFSC examination papers
• Facilitation of SPFSC administration
• Facilitation of Supervisor’s allowance payments to all supervisors and remittance slips

2. Communication

• Serves as the liaison between SPC (EQAP) and the host Government and Public Service as required
• Coordinates registration and distribution of documents and knowledge materials
• Liaise with relevant national agencies to share and solicit relevant information
• Communicate with stakeholders to ensure the production of quality project materials and their timely dispatch to the countries

3. Logistics and Travel Support for meetings/workshops/events

• Provide administrative, financial and logistical support to ensure the successful delivery of project meetings, conferences, training and learning events
• Develops budgets for in-country workshops
• Develops communications that are precise and use appropriate language such as Government Protocol letters and Administrative Notes
• Support the collation and distribution of meeting documentation

4. Programme Administration Support

• Provide logistical support for programme activities, in terms of travel and accommodation logistics for POs and participants
• Maintain a system of filing of physical as well as electronic records inclusive of Purchase Orders, Contracts, Invoices, and Payment vouchers
• Support and lead locally Procurement carried out in accordance with donor and SPC procurement policies
• Transfer information from records into M&E templates

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

Key selection criteria

1. Qualifications

• Work experience that is both relevant and current to the requirements of the role in business administration

2. Technical expertise

• 3 - 5 years’ experience in a similar role, or role that demonstrates suitable business administration skills to perform this role
• Demonstrated experience in conference management and event organisation, logistics and travel
• Relevant practical experience in procurement, administration, travel support and financial aspects of large and complex projects
• Strong PC-based computer skills, preferably with Microsoft Programs (Word, Excel, Outlook, PowerPoint)
• Ability to effectively manage information and carry out data entry with attention to detail
• Demonstrated organizational and multi-tasking skills
• Ability to work under pressure and to tight deadlines

3. Language skills

• Competency and fluency in the English languages

4. Interpersonal skills and cultural awareness

• A team player, with cultural sensitivity and the ability to work as part of an inter-disciplinary and multi-cultural team
• Knowledge of Pacific Island countries and territories is an advantage

Salary, terms and conditions

Contract Duration – This position is budgeted for 1 year and is subject to renewal depending on performance and funding.

Remuneration – The Country Programme Assistant - Vanuatu is a Band 6 position in SPC’s 2021 salary scale, with a salary range of VUV 141,600-177,000 per month. An offer of appointment for an initial contract will be made in the lower half of this range, with due consideration being given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews.

Benefits – SPC provides medical and life insurance for eligible employees and their eligible dependents. Employees are entitled to 25 days of annual leave and access to SPC’s Provident Fund (contributing 4% of salary, to which SPC adds a matching contribution).

Languages – SPC’s working languages are English and French.

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 bilinguism, 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 begiven to the Pacific Islander. Applicants will be assured of complete confidentiality in line with SPC’s private policy.

Please note that applicants must be Vanuatu Nationals currently residing in the country, or hold the proper work permit for salaried employment there.

Application procedure

Closing Date – 1 August 2021 11:00 pm Noumea time

Job Reference – A000405

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

Hard copies of applications will not be accepted.

To be considered for this role, 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

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

Applicants should not attach copies of qualifications or letters of reference. These documents may be requested at a later stage.

All positions at SPC have specific screening questions. If you do not respond to all of the screening questions, your application will be considered incomplete and will not be reviewed at shortlisting stage.

Screening questions:

1. As a Vanuatu country program assistant, one will be liaising with multiple stakeholders e.g. EQAP, Finance and Procurement Offices of SPC, the Ministry of Education in Vanuatu and possibly other organisations in Vanuatu. Discuss three desirable behaviours one needs to demonstrate to successfully liaise with multiple stakeholders.
2. Describe your experience in logistics management for regional and national workshops and outline three lessons learned.
3. Describe three important skills that one should have in order to manage large volumes of data from multiple sources using an information system.