Project Implementation Officer (Earth and Ocean Observation Services)

• Suva-based position (Fiji)
• Attractive expatriate package
• Join the principal development organisation in the Pacific 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 27 country and territory members. In pursuit of sustainable development to benefit Pacific people, our organisation works across more than 25 sectors. We are known for our knowledge and innovation in such areas as fisheries science, public health, 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 role – Project Implementation Officer is responsible for providing support in the planning, implementation, and evaluation of projects across Earth and Ocean Observation services. This includes developing project plans, allocating resources, monitoring progress, and ensuring compliance with policies and processes. The Officer will also engage with stakeholders, support procurement processes and contracts of consultants, and maintain accurate project documentation. The successful candidate will have strong communication and interpersonal skills, the ability to manage competing priorities, and the ability to make decisions and solve problems of moderate scope and complexity. This role requires a team player who is committed to delivering results and facilitating continuous learning with a dynamic and diverse group of stakeholders.    

The key responsibilities of the role include:

Project planning, implementation and monitoring support

• Develop detailed project plans, including schedules, budget updates and costed workplans
• Assess project requirements and risks, and incorporate this information into the project plan
• Facilitate the allocation of project resources, including personnel, equipment and materials
• Monitor project progress and suggest corrective action as necessary to keep the project on track
• Ensure projects are compliant with policies, processes and project management standards
• Develop solutions to problems of moderate scope and complexity
• Plan and schedule tasks to accomplish activities according to the workplan
• Prepare regular project updates for stakeholders and respond to their feedback
• Support monitoring and evaluation activities and actively collect data to show progress against project goals and objectives

Stakeholder engagement and coordination

• Regularly communicate with stakeholders and collect feedback, including regular project updates, progress reports and meeting minutes
• Suggest necessary changes to the project plans and schedules based on stakeholder and team’s feedback
• Support strong relationships with stakeholders, including government agencies, community organizations and private sector partners
• Assist with the management of stakeholder expectations effectively, including addressing any issues or concerns promptly and transparently
• Facilitate team meetings and knowledge sharing among project team members

Documentation and contract management

• Support procurement processes and manage contracts of consultants
• Support development of concepts and proposals and prepare documentation and budgets for resource mobilisation and reporting
• Manage donor and partner requirements and documentation, including support for agreements and contracts
• Maintain accurate and up-to-date project documentation and file structures
• Ensure that best practice project management tools including boards, logs, and registers are in place and updated
• Ensure that project records are complete and filed appropriately

People management and support

• Manage direct reporting staff, specifying objectives, schedules and budgets, to ensure they perform their duties and fulfil project requirements
• Assess knowledge gaps against service delivery and (when possible) individual aspiration to ensure optimal and continuous staff development
• Monitor, mentor and report on progress and deal with staff problems/issues
• Conduct staff performance evaluations

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

Key selection criteria

Qualifications

• Bachelor's degree in a relevant field, such as project management, business administration, planning, monitoring and evaluation or related fields.

Knowledge and experience  

• 5 years of experience in project management or a related field, with experience in planning and implementing projects
• Experience working in regional/international organisations to deliver donor-funded projects in the Pacific region
• Experience with the implementation of multi-sector projects in a cross-cutting field such as climate change
• Experience with multi-stakeholder participatory and consultative approaches                                                                                                                                                                                                 

Essential skills

• Project management and planning skills, including project management methodologies
• Stakeholder engagement and management skills
• Risk management and mitigation skills, including problem solving of moderate complexity
• Contract and procurement management, including documentation and record keeping skills
• Computer skills working with Microsoft Office, Power BI, and Teams
• Organisational and time management skills
• Compliance with regulations and standards
• Data analysis and interpretation skills

Language skills

• Excellent English communication skills (oral and written)

Interpersonal skills and cultural awareness

• Interpersonal skills with the ability to work in a multicultural, inclusive and equitable environment

Salary, terms and conditions

Contract Duration – This vacant position is budgeted until 31 March 2026 and is subject to renewal depending on funding and performance.

Remuneration – The Project Implementation Officer (Earth and Ocean Observation Services) is a band 9 position in SPC’s 2023 salary scale, with a starting salary range of 2,284‒2,856 SDR (special drawing rights) per month, which currently converts to approximately FJD 6,739–8,424 (USD 3,061–3,826; EUR 2,900–3,625). 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; Fiji nationals employed by SPC in Fiji will be subject to income tax.

Benefits for international employees based in Fiji – SPC provides a housing allowance of FJD 1,350–3,000 per month. 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 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: 12 April 2023 at 11:59pm (Fiji time)

Job Reference: CB000317

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.

For international staff in Fiji, only one foreign national per family can be employed with an entity operating in Fiji at any one given time. SPC may assist on a case-by-case basis with submissions to Fiji Ministry of Foreign Affairs for their consideration and final approval. SPC cannot and does not make any guarantee whatsoever of approval for such applications to Fiji Ministry of Foreign Affairs and where an application is approved, the spouse or partner will subject to such terms and conditions as may be set from time to time by the Ministry.

SPC does not charge a fee to consider your application and will never ask for your banking or financial information during the recruitment process.

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

1. This role involves initiating and implementing project management processes and tools, including ensuring that these are mainstreamed into earth and ocean observations projects across the division’s technical work programmes. Describe how you would go about designing and implementing these processes?

2. The position includes convening in-country meetings with stakeholders and technical partners across Pacific Island Countries and Territories as well as international agencies. Could you share the key steps you would undertake to coordinate these meetings? What challenges might you face with country engagements to convene such meetings and how would you address them?

3. Please describe your financial and reporting experience working on a donor-funded project?