Finance and Administration Assistant 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 surveillance, geoscience, and conservation of plant genetic resources for food and agriculture.

The Geoscience Energy and Maritime (GEM) 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 – Finance and Administration Assistant will be responsible for providing administrative, financial, and logistical support to the DCRP Deputy Director’s office. Responsibilities cover support towards travel, meeting management, training initiatives, DCRP work programme delivery, management and high-level engagements, information and knowledge management, communications both internally and externally and other assistance to the Disaster and Community Resilience Programme as needed.

The key responsibilities of the role include:

Provide financial and procurement support

• Support the delivery of financial and procurement services to the DCRP Deputy Director using SPC financial, procurement and administrative systems, processes and policies.
• Process purchase orders (POs), supporting documents and account codes for validity, accuracy and completeness and preparing timely and accurate purchase orders and ensuring commitment lists remain accurate for DCRP DD’s office.
• Support and build capacity with DCRP and with country counterparts (including project coordinators and support staff) to deliver on SPC procurement and financial requirements where needed.

Provide Administrative and Operations support

• Manage day-to-day administration and operations work for the DCRP Deputy Director and DD’s office.
• Organise the Deputy Director’s calendar, including liaison with internal and external stakeholders to arrange meetings.
• Manage and monitor project filing systems, including the archiving and backup of DCRP Deputy Director’s office documents, information and data in a format suitable for supporting mid-term and terminal evaluations and audits.

Providing Travel and Logistics Management

• Arrange and manage the DCRP Deputy Director’s travel, through liaison with travel providers, visa processing, protocol arrangements and facilitate travel reporting and acquittal as needed.
• Support the development of budgets and planning for regional workshops and training including high level meetings as and when needed.
• Work closely with SPC’s Travel and Finance teams on all requests.

Information and Knowledge Management

• Support and convene DCRP management meetings to assist the Deputy Director in highlighting key achievements communicated by the Team Leaders, Project Managers, DD’s Office team and others in DCRP as needed.
• Assist the Deputy Director in preparing documents for external stakeholders on an ad hoc basis, such as MoUs or JDs.
• Assist the Deputy Director in facilitating strategic input to planning and reporting documentation.
• Support the preparing of Country Circulars and letters to SPC focal points to advise on workshops and events and other actions related to the DD’s Office and DCRP work as needed.

Assist the GEM Divisional Support Officer and other DCRP administration and finance staff as needed

• Assist the Divisional Support Officer and other DCRP administration and finance staff in providing the necessary administrative support to the DCR Programme and the GEM Director’s Office, particularly through backstopping the position when on leave.
• Provide surge support for DCR Programme during peak output periods such as audits, events and high workload periods.

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 management, business administration or commerce, accounting, financial management or equivalent work experience that is both relevant and current.

Technical expertise

• 5 years of relevant work experience performing administrative and coordination functions in a well- established progressive organisation.
• Demonstrated experience in development sector in finance, administration and travel.
• Sound experience in logistics management inclusive of travel for workshops and training programs.
• Strong PC based computer skills, preferably with Microsoft Programmes (Word, Excel, Access, Outlook, PowerPoint).

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 – 3 years – subject to renewal depending on funding and performance.

Remuneration – The Finance and Administration Assistant is a band 7 position in SPC’s 2024 salary scale, with a commencing taxable salary range of FJD 2,287-2,859 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.