GCCA+ SUPA Project Finance and Administrative Assistant

• Attractive local package
• Friendly and supportive team environment
• Join the principal development organisation in the Pacific region

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 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 Geoscience Energy and Maritime Division provides advice, technical assistance, research and training support to Pacific Island countries and territories (PICTs). There are three (3) areas of scientific programming and two areas of focus within this division:

1. Oceans and Maritime Programme (OMP) – assists member countries with services that provide applied ocean science and knowledge for evidence-based policy-making and technical solutions for improved ocean and maritime governance, management and capacity development.
2. Georesources and Energy Programme (GEP) – assists member countries by applying technical knowledge in the areas of geoscience and sustainable energy use.
3. Disaster and Community Resilience Programme (DCRP) – assists member countries to demonstrate strengthened resilience through integrated action on disaster risk management, climate change adaptation, natural resource management and increased access to water and sanitation.

The Project Finance and Administrative Assistant will assist with the administrative and financial delivery of the overall project in accordance with SPC and donor (EU) requirements. The key responsibilities of the role include:

Assist with the administration and the delivery of the overall Global Climate Change Alliance (GCCA) Plus Scaling up Pacific Adaptation (SUPA) project

• Assist with all planning aspects of national and regional events, including concepts, agendas, activities, invitations, schedules, logistics, meals, local travel and checklists
• Carry out project administration
• Coordination and maintenance of the project office, including provision of stationery and supplies, drinking water, office furniture, inventories of office equipment and furniture

Assist with developing and implementing financial procedures for the overall project in accordance with SPC and donor (EU) requirements

• Assist with management of general accounting and project accounting in accordance with SPC and EU regulations
• Assist with the development of project budget in accordance with implementation plan and design financial templates
• Assist with organization and oversight of external audits, in accordance with SPC and donor requirements 

Provide the back-up support for financial accounting, procurement, contracting, audit, coordination and monitoring of project activities in all ten countries

• Ensuring monitoring and timely clearance of staff and all country acquittals related to the project
• Monitor the financial delivery of the overall project implementation and the national implementation rate as per Project Design Documents (PDDs)
• Regularly update the project procurement plan; communicate the plan; communicate the plan to team members and SPC OMD

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

Key selection criteria

Qualifications

• Tertiary degree or equivalent in business administration, commerce, accounting or similar field

Knowledge and experience

·         At least 5 years’ experience in commerce, accounting, business administration, which should include minimum 1 years’ experience in the administration, implementation and monitoring of a multisectoral development project.

·         Experience in procurement especially with the tender process.

·         Ability to understand project budgeting, financial reporting, donor reporting, audit requirements, and contracting.

Essential skills

·         Sound coordination, administrative, networking, and collaborative skills

·         Good interpersonal skills with people from all sections of society, and from different cultures, countries and institutions; experience working with national government agencies in project administration and budgeting.

Language skills

• Excellent English communication skills (oral and written)

Interpersonal skills and cultural awareness

• Ability to work in a multicultural, inclusive and equitable environment

Salary, terms and conditions

Contract Duration – Until 30 June 2023 – subject to renewal depending on funding and performance

Remuneration – The Project Finance and Administrative Assistant is a Band 7 position in SPC’s 2022 salary scale, with a commencing taxable salary range of 2,232-2,790 per month, plus local staff benefits. 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.

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 bilingualism, 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 be given to the Pacific Islander.

Applicants will be assured of complete confidentiality in line with SPC’s Privacy Policy.

Application procedure

Closing Date – 26 May 2022 at 11:59pm (Fiji time)

Job Reference: JR000043

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

Your application will be considered incomplete and will not be reviewed at shortlisting stage if all the above documents are not provided. Applicants should not attach copies of qualifications or letters of reference. Please ensure your documents are in Microsoft Word or Adobe PDF format.

Only Fijian citizens are eligible to apply for this role.

Screening Questions (maximum of 2,000 characters per question):

1. Refer to one example where you have been involved in the financial management of a project funded by sources external to your organisation. Please highlight two key lessons you have learned from that process.
2. Relating to one procurement system with which you are familiar, identify three main principles of procurement and select the one principle you feel is most important and explain why you selected this particular principle.
3. Describe three key steps you would take to set up a reporting system to track the delivery of the project activities in one country – please address the financial and technical deliverables.