Finance and Grants Officer At Pacific Community

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 Human Rights and Social Development Division has a vision for just, equitable and resilient Pacific societies and it aims to achieve this by advancing human rights, equality and social inclusion for all Pacific people, grounded in cultural values and principles. The work of this Division includes work previously undertaken by the Regional Rights Resource Team (RRRT) in the area of human rights and the Social Development Programme (SDP) in the areas of gender equality and social inclusion, culture and youth development.

In line with its vision, the work of the Division will encompass the following focal areas:

• Objective 1: Governance for human rights and social development: Strengthen inclusive, transparent, and active governance for human rights and social development.
• Objective 2: Gender equality and social inclusion: Mobilize, empower, and build conditions for gender equality, equity and social inclusion in society and development.
• Objective 3: Culture: Promote, preserve, and protect positive expressions of culture.
• Objective 4: Social innovation and learning: Enhance knowledge, learning and innovative solutions to accelerate impact on human development priorities.

The role – Finance and Grants Officer will manage the project accounting, audit, budgetary controls, monitoring of financial performance/progress in compliance with EU requirements, procurement for services contracts and project assets, disbursement of funds. The position will also provide the program staff with strategic financial advice, ensure the completion of assigned project and donor reporting, oversee, and manage audit functions and assist with the administrative and coordination duties associated with the project.

The key responsibilities of the role include:

Budget preparation, monitoring and financial reporting

• Prepare project and programme financial budgets, including work plans, operational costs, and specific activities. Work closely with programme team leaders and grant partners in the budget design and preparation.
• Monitor the overall program budget and forecasts, including against the following specific areas: program plan or annual workplan; outputs and outcomes; commitments and project executions; project acquittals.
• Prepare timely multi-purpose project and programme financial reports for SPC, donor, and any external project committee or board, technical working groups and others. Reports could include the following: actuals against budget; costed activity or outcomes against workplans; project executions and related risks; cash management; audit issues.

Project accounting, audit and compliance

• Facilitate all preparations for any project audit and support any external review or evaluation on financial and grant matters. Liaise with auditors to provide required documentation in a timely manner.
• Develop a robust and systematic electronic filing system covering all financial, procurement, and grant documents.
• Ensure expenditures and reporting are compliant with applicable SPC policies and donor requirements and with grant contractual agreements. Ensure all aspects of a project’s financial information including accounting transactions, are accurately captured in the SPC financial system, with any discrepancies corrected in a timely manner.
• Contribute to the division’s risk management processes, including in the work-planning process, as it pertains to financial and compliance risk, identifying potential risks, such as, irregular expenditures not approved in work plan.

Grant management and reporting

• Maintain a grants register and regularly update based on project progress and discussions with project team, grantees and other stakeholders. Develop action plans with project staff to deal with poor performing grantees and manage through register.
• Assist with facilitating regular grant management meetings with program managers to track and monitor budgets, expenditure, required training and support, risks ongoing capacity assessments and mitigation strategies.
• Work with the project, within HRSD and other SPC Divisions to issue and manage grants in compliance with all SPC and donor financial, procurement policies and procedures.
• Prepare and provide appropriate templates for grantees to use for recording transactions and acquittals. Work with other division and SPC grant officers to develop uniformly applied templates.

Support project administration and travel

• Assist the Team Leader Culture with project administration, travel, organization of events and meetings and reporting.
• Ensures all events/travel follow SPC procedures for procurement and travel.
• Ensures accurate and timely disbursal of per diems and support to workshop participants as per policy in an accountable and transparent manner, keeping security in mind at all times.
• Completes travel acquittals with workshop participants and HRSD staff, including collecting flight tickets/stubs as proof of travel.

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

Key selection criteria

Qualifications

• A tertiary qualification in finance or administration.

Technical expertise

• At least 5 years’ experience in project accounting in an international or regional organization including experience with financial management information systems.
• 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.
• 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) with a working knowledge of French being an advantage.

Interpersonal skills and cultural awareness

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

Salary, terms and conditions

Contract Duration – Until 31 August 2024 – subject to renewal depending on funding and performance

Remuneration – The Finance and Grants Officer is a band 8 position in SPC’s 2023 salary scale, with a starting salary range of 2,044‒2,555 SDR (special drawing rights) per month, which currently converts to approximately FJD 6,030–7,537 (USD 2,739–3,424; EUR 2,595–3,243). 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.