Facilities Project Coordinator

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 Operations and Management Directorate (OMD) provides corporate services to all SPC Divisions and Programmes. It consists of three key departments: Finance, Human Resources and Information Services. OMD is focused on improving the effectiveness of systems, policies and management to provide high-quality customer-oriented services.

The role – Facilities Projects Coordinator will be responsible for working closely with the Facilities Manager to ensure the proper execution of the maintenance and capex work plans; and to ensure that at all times, SPC Fiji real estate and facilities remain safe, in good condition and in compliance with occupational health and safety standards.

The key responsibilities of the role include:

Support the Facilities Manager to plan, coordinate and project manage maintenance and capex works applying the principle of cost recovery

• Contribute to the development and implementation of a multi-annual preventative maintenance plan and schedule for all SPC infrastructure and integrate it into the management plan.
• Coordinating and managing multiple projects at any one time.
• Contribute to the management of cost recovery processes by monitoring and updating facility maintenance contracts – ensuring the expenses incurred to maintain assets and infrastructure are well costed and recovered in a timely manner.

Supervise the Maintenance team including the execution of services by outside contractors (all trades and state bodies)

• Supervise and manage the Maintenance team.
• Responsible for procuring the equipment, materials and contracts needed to implement the maintenance work plan in line with SPC’s Procurement Policy.
• Provide technical advice on the maintenance and construction work to be carried out on behalf of SPC projects and quality check work progress to completion.

Support the Facilities Manager in maintaining health, safety and environmental regulations at all SPC Facilities

• Support the upkeep of all facilities to ensure the condition, safety, and security of their structures are in compliance with occupational health and safety (OHS) standards and environmental regulations.
• Contribute to the implementation of disaster safety and contingency plans and all emergency measures recommended by the security management team when the situation and time so requires.
• Collaborate with OHS Team and required consultants, review/survey all spaces occupied by staff to ensure that all SPC properties are structurally sound and OHS compliant.

Support the Facilities Manager for managing and developing Facilities systems and databases

• Work closely with the Maintenance supervisor to implement Facilities requests.
• Coordinate the development and maintenance of technical documentation regarding all SPC Facilities.
• Support the Facilities Manager to develop and implement Facilities related systems that support activities undertaken by the unit and enable quick substantive reporting.

Increased Activity to support Programmes/Divisions and SPC Events

• Coordinate with the Maintenance Supervisor and Facilities Administration Assistant to execute necessary work within Programme/Divisions including additional activities.
• Coordinate with the Maintenance Supervisor and Facilities Administration Assistant to execute event support for SPC official functions and meetings and staff requests.
• Assist in other duties as and when required.

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

Key selection criteria

Qualifications

• Degree qualification in building or in a related field and/or demonstrated 7 years’ work experience in a related field.
• Must have a valid manual driver’s license.

Technical expertise

• 7 years of work experience with strong experience in team management related to maintenance and facilities within a diverse institutional delivery environment.
• Experience in coordinating and managing multiple projects at any one time.
• Strong demonstrated experience providing support to staff across multiple locations within a diverse institutional environment.
• Experience in developing and/or managing a Facilities Helpdesk and Maintenance system/database within an institutional organization.
• Experience in providing advice and solving problems associated with complex systems that impact on the broader work environment.
• Demonstrated knowledge and application of Fiji Building and OHS regulations.
• Proven knowledge and experience in enforcing safety, hygiene, and environmental standards.
• Able to set clear performance goals and standards; execute responsibilities accordingly.

Language skills

• Excellent English communication skills (oral and written).

Interpersonal skills and cultural awareness

• Excellent interpersonal and representational skills with experience in building and maintaining effective working relationships with a range of different individuals and organisations.

Salary, terms and conditions

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

Remuneration – The Facilities Projects Coordinator 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 are 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.