Associate Finance and Administration Coordinator

The position is assigned in the Pacific Subregional Office in Suva, Fiji (SPSO). SPSO was established in 2004 and is responsible for maintaining client relations, country programming, coordination with development partners, and portfolio management across sectors for the Cook Islands, Fiji, Kiribati, Niue, Samoa, Tonga, and Tuvalu. SPSO is also providing oversight for the administrative, financial, and country operations in the five pacific country offices in the South Pacific.

The incumbent will report to the designated International Staff and Senior National Staff and will be expected to work collaboratively with team members for the achievement of assigned work outcomes.

Your Role:

The Associate Finance and Administration Coordinator is part of the Finance and Administration Unit (FAU) which is responsible for the operation and administration of SPSO and the 5 Pacific Country Offices (PCO) in the Cook Islands, Kiribati, Samoa, Tonga, and Tuvalu. You will provide assistance in the areas of general office administration including facilities and fixed asset management, logistics coordination, personnel management, and liaison functions related to administrative matters.

You will:

General Administration:

• Assist in reviewing, verifying, and validating documentation for payments and accounting transactions
• Assist in preparing documentation, for monthly financial reporting, adhering to ADB guidelines;
• Assist in preparing and verifying documentation for procurement transactions in eProc following ADB’s guidelines and procedures.
• Assist in negotiating, preparing, and safekeeping contracts and amendments for RM’s operational and administrative activities.
• Provide effective and efficient administrative support to the Finance and Administration Unit in matters relating to procurement, inventory and maintenance, for the Fiji and Pacific Country Offices (PCOs).
• Provide support in overseeing equipment and material use, ensuring compliance with ADB’s financial and administrative policies for replacement and replenishment.
• Handle the procurement of furniture and equipment locally or through import for the RM and PCOs, and supervising repair/maintenance work.
• Assist in coordinating state governments to avail of various tax exemptions including VAT, service tax etc.
• Coordinate efficient deployment of transport services. Prepare drivers’ work schedules and verify their overtime. Monitor proper utilization of vehicles.
• Manage vehicle pool including operation, maintenance, insurance and repair works.

Inventory Management:

• Carry out annual physical inventory of all Bank properties in the RM and PCOs and ensure their efficient use and security
• Arrange comprehensive insurance coverage; and assist in the disposal exercise of over-age and unserviceable properties
• Update the Fixed Asset System for the RM and PCOs.

Others:

• Arrange logistical requirements for official meetings, press conferences, workshops, seminars, both within the RM and at external venues, and staff outings.
• Perform any other duties, to support the office, as required and reflected in the incumbent’s workplan.

Qualifications:

You will need:

• Bachelor’s degree in business administration or relevant fields
• At least 5 years of relevant professional experience
• Excellent written and verbal communication skills in English
• Excellent interpersonal and communication skills, and ability to work in a multicultural environment.
• Ability to work effectively and collaboratively in a team-oriented environment.
• Ability to adjust style and approach to respect and serve different clients
• Ability to think innovatively and proactively to propose solutions for addressing work challenges.

Source: https://www.adb.org/careers/240533