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 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:
- 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.
- Georesources and Energy Programme (GEP) – assists member countries by applying technical knowledge in the areas of geoscience and sustainable energy use.
- 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 – Divisional Support Officer will provide administrative, financial and logistical support to the Director GEM Division and the Director’s Office (DO) office as needed across actions related to travel, meeting management, training initiatives, the DO’s work programme delivery, executive and high-level engagements, information and knowledge management, communications both internally and externally and other assistance to the SPC GEM as needed.
The key responsibilities of the role include:
Provide financial and procurement support
- Support the delivery of financial and procurement services to the DO using SPC financial, procurement and administrative systems, processes, and policies.
- Process purchase orders (PO’s), supporting documents and account codes for validity, accuracy and completeness and preparing timely and accurate purchase orders and ensuring commitment lists remain accurate for DO.
- Ensure commitment lists are run regularly and all Purchase Orders are cleared in a timely manner.
- Source valid quotations from reliable service providers.
Provide Administrative and Operations support alongside the GEM Administrator
- Manage the day-to-day administration and operations work for the Director and DO.
- Organize the Director’s calendar, including liaison with internal and external stakeholders to arrange meetings.
- Actively participate in key meetings for which the Director requires personal support.
- Develop procedures to streamline the approvals process within the Director’s office.
Providing Travel and Logistics Management
- Arrange and manage the Director’s travel, through liaison with travel providers, visa processing, protocol arrangements and facilitate travel reporting and acquittal as needed.
- Support the alignment of travel with budgets in line with work plan with DO.
- Support the development of budgets and planning for regional workshops and training including high level meetings as and when needed.
- Facilitate travel arrangements for Regional and National Workshops and trainings related to DO and other areas in GEM as needed.
Information and Knowledge Management
- Support and convene senior management meetings to assist the Director in highlighting key achievements communicated by the Deputy Directors, DO team and others in Gem as needed.
- Assist the Director in preparing documents for external stakeholders on an ad hoc basis, such as MoUs or JDs.
- Ensure that procurement documentation supplied to the Director is completed according to the appropriate guidelines and standards.
- Assist the Director in facilitating strategic input to planning and reporting documentation.
Assist the Divisional Administrator and other GEM administration and finance staff as needed
- Assist the Divisional Administrator in providing the necessary administrative support to the programmes, particularly through backstopping the position when on leave.
- Provide surge support for programmes during peak output periods such as audits, events, and high workload periods.
- Meet and greet external stakeholders upon arrival to the Division.
For a more detailed account of the key responsibilities, please refer to the online job description.
Key selection criteria
Qualifications
- Degree in a relevant field such as accounting, financial management or business administration.
Technical expertise
- 5 years of relevant work experience performing administrative and coordination functions in a well- established progressive organization.
- Demonstrated experience in development sector in finance, administration and travel.
- Sound experience in logistics management inclusive of travel for workshops and training programs.
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 2026 – subject to renewal depending on funding and performance.
Remuneration – The Divisional Support Officer is a band 7 position in SPC’s 2023 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.
How to apply
Application procedure
Closing Date – 19 November 2023 at 11:59pm (Fiji time)
Job Reference: MC000085
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):
- Please describe your experience in travel and logistics management/administration for regional and national workshops and identify three lessons learned.
- Refer to one example where you have been involved in managing your supervisors time schedule, briefings and related logistical arrangements for their commitments. Please highlight two key lessons you have learned from that process.
- Relating to one procurement OR finance system with which you are familiar, identify three main principles of procurement or financial support and select the one principle you feel is most important and explain why you selected this particular principle.