Finance and Administrative Assistant GCCA+ SUPA

Suva, Fiji

  • 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 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 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 Finance and Administrative Assistant will assist with the management of project accounting, audit, budgetary controls, monitoring of programme and financial performance/progress, compliance with EU requirements, procurement for works & services contracts, disbursement of funds, travel arrangements and regional meetings, and contracting with Pacific Island countries. The position will also assist the Project Manager with the administrative and coordination duties associated with the project and be responsible for the day-to-day operation of the project office. The key responsibilities of the role include:

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 

Assist with financial tracking and reporting of country-specific and regional project activities so as to inform decision making

  • Assist with monitoring overall budget and forecasts to be consistent with the project implementation plan, outputs and intended outcomes
  • Assist with obtaining financial reports and supporting documents from SPREP, a co-delegate
  • Assist the Project Manager in monitoring financial requirements that may be stipulated in any Letters of Agreement between implementing partners (Project’s countries and SPC); to ensure project expenditure, cash advance requests and financial reports are timely and within the scope of the signed agreements

Assist with project procurement and contract oversight

  • Assist with the preparation and regular updating of the project procurement plan; communicate the plan to team members and SPC OMD
  • Assist with the procurement of technical/goods/services/works contracts including preparation of calls for quotations, tender documents, establish bid evaluation committees and completion of standard templates relating to procurement
  • Assist with the preparation of contracts using standard templates

Assist with project coordination and administration

  • Assist the Project Manager with project coordination including office administration, staff travel, organisation of events and meetings, reporting

 

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 accounting, financial management, business administration

Knowledge and experience

  • At least 5 years’ experience in project accounting in an international or regional organisation including experience with financial management information systems.
  • In depth procurement experience.
  • Understanding of project budgeting, financial reporting, donor reporting, audit requirements, and efficient systems for international funds transfer
  • Knowledge of budgetary processes in PICTs and working directly with PICTs in project financial management.    

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 financial management.
  • Advanced computer skills in applications such as Microsoft Word and Excel 

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 31 December 2023– subject to renewal depending on funding and performance 

Remuneration – The 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 – 5 October 2022 at 11:59pm (Fiji time)

Job Reference: JR000075

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.

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. 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 the steps in date order that you would take to organise a one-week long regional meeting for 50 people in a North Pacific country.  (The period for organisation is 3 months).

JDTemplate-SUPAFinanceAdminAsst.pdf


Type: Contract - Local

Category: Geoscience - Energy and Maritime

Reference ID: JR000075

Date Posted: 21/09/2022