Finance and Administration Officer

• Noumea-based position
• Attractive expatriate package
• 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 unique 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 Public Health Division (PHD) supports members in developing healthier Pacific Island communities by providing assistance in public health surveillance, and in the prevention and control of communicable and non-communicable diseases. 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, help communities prevent disease and restore and/or maintain health, and reduce inequalities in health. PHD is primarily concerned with improving and protecting public (population) health, rather than providing individual treatment services. PHD is comprised of three programmes: Surveillance, Preparedness and Response (SPR), Non-Communicable Diseases (NCD) Prevention and Control; and Clinical Services (CS).

The role – the Finance and Administration Officer will provide support to the PHD Finance and Policy Officer with budget preparation and execution, financial monitoring and compliance as well as ensuring efficient running of project and programme operations in line with SPC and donor requirements. 

The key responsibilities of the role include the following:

1. Budget preparation, monitoring and financial reporting

• Work closely with the Finance & Policy Officer on preparation of annual budgets for the division including annual work plans.
• With the Finance & Policy Officer, ensure that divisional spending is made in line with approved budgets and workplans.
• Assist with preparation of regular financial progress reports for PHD Programmes, clearly outlining budget execution rates and details of expenditure and commitments.
• Work closely with the Finance & Policy Officer and Policy & Planning Adviser to ensure budget and financials are correctly aligned to Programme and Divisional reporting requirements which includes the PHD annual budget, business plan and results reporting framework.
• Assist with preparation of periodic financial reporting to donors and Project Steering Committees.
• Support the development of budgets for new funding initiatives in accordance with SPC and development partner requirements.

2. Accounting, audit, and compliance

• Reconciliation – co-lead PHD’s financial month end closing procedure to ensure that financial information and accounting details are accurately captured on the SPC financial system, and any discrepancies are corrected in a timely manner.
• Cash management - work closely with the Finance & Policy Officer to monitor income and expenditure across all funding sources to ensure there are sufficient funds for the implementation of activities. Assist with preparation of cashflow reporting to Corporate Finance.
• Coordinate with the Finance & Policy Officer to facilitate all audit preparations, and support reviews/evaluations.
• Ensure financial and administrative lessons learnt from audits, reviews/evaluation, and other interventions within SPC are disseminated to all Programme Team Leaders.
• Support project teams to understand financial and budget processes for the implementation and monitoring of activities.

3. Project and overall program administrative support

• Contribute to the SPC Finance and Procurement shared services agenda.
• Support Programmes with procurement and grant contracting.
• Regularly review and provide advice on updating the PHD Administration Standard Operating Procedures (SOP).
• Facilitate administration relating to staff travel, meetings, trainings, and field exercises.
• Ensure that all financial acquittals are provided on a timely basis and support documentation is sufficient and adequate.
• Ensure that all finance documentation is well prepared and stored in shared data repositories and in line with audit standards
• Liaise directly with PICTS and other stakeholders on project administration issues, country specific financial policies and financial reporting matters.

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

Key selection criteria

1. Qualifications

• Bachelor’s degree in accounting, finance, business administration.

2. Technical expertise

• At least 6 years of experience in a similar role.
• Experience of working with project leaders and partners at a strategic level.
• Demonstrated experience in project budgeting, financial reporting, use of financial management information systems.
• Demonstrated audit experience and knowledge of financial compliance requirements.
• Sound coordination, administrative, networking and negotiation skills.
• Sound analytical skills.
• Advanced computer skills in applications such as Microsoft Word and Excel.

3. Language skills

• Fluency in both English and French.

4. Interpersonal skills and cultural awareness

• Strong people skills and ability to work in a multi-cultural environment.
• Knowledge of Pacific Island countries and territories is an advantage.

Salary, terms and conditions

Contract Duration – This vacant position is budgeted for 3 years and is subject to renewal depending on funding and performance.

Due to the current travel restrictions caused by the global COVID-19 pandemic, and the priority SPC places on its staff safety, health and well-being, please note that there may be delays in taking up the appointment. These matters will be discussed thoroughly with successful candidates. In most cases, any appointment and on-boarding would only commence when relocation to the duty station is permitted.

Remuneration – the Finance and Administration Officer is a band 9 position in SPC’s 2021 salary scale, with a starting salary range of SDR (special drawing rights) 3,140-3,829 per month, which converts to approximately XPF 459,673-560,502 (USD 4,365-5,322; EUR 3,852-4,697). An offer of appointment for an initial contract will normally be made in the lower half of this range, with due consideration being given to experience and qualifications. Progression within the salary scale is based on annual performance reviews. SPC salaries are not presently subject to income tax in New Caledonia.

Benefits for international staff employees based in New Caledonia – SPC provides subsidised housing in Noumea. Establishment and repatriation grant, removal expenses, airfares, home leave travel, health and life and disability insurances and education allowances are available for eligible employees and their eligible dependents. Employees are entitled to 25 working days of annual leave per annum and other types of leave, and access to SPC’s Provident Fund (contributing 8 % 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.

Application procedure

Closing date: 28 November 2021 – 11:00 pm (Noumea time)

Job Reference: SH000105

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

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

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 (maximum of 2.000 characters per question):

1. The role involves financial monitoring and budgetary control. From your experience, describe what the process of budget control involves.
2. Based on your experience with donor funded projects, identify three key financial management lessons learnt that would assist you in this role.
3. The role will have oversight of expenditure acquittals of funding provided to beneficiaries in other Pacific Island countries. Identify two challenges that might arise, and describe how you would address these challenges.