Finance and Administration Assistant

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 unique 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 – the Finance and Administration Assistant will provide all administration tasks and finance support under SPC’s Kiritimati Island Project Management Unit (PMU), particularly those related to the Kiritimati Island Water and Energy Projects, ensuring that the Team is provided with the necessary support to facilitate effective and efficient service delivery as part of SPC’s overall programmatic support to Kiribati.

The key responsibilities of the role include the following:

Administration and Operations Support

• Managing day-to-day administration and operations work to the Project Coordinator and project staff to enable the implementation of project activities.
• Assist with arranging and participating in project meetings.
• Managing and monitoring project filing systems, including the archiving and backup of project documents, information and data in a format suitable for supporting mid-term and terminal evaluations.
• Effectively managing project assets records.

Travel and Logistics Management

• Assist with aspects of travel arrangements for the project team and ensuring all documentation is complete after travel.
• Supporting the development of budgets for regional workshops and field travel needs.
• Providing facilitation and logistical support to Regional and National Workshops, including securing workshop venues, accommodation and other services.
• Preparing Country Circulars to SPC focal points to advise on workshops and events.
• Managing administrative functions relating to workshops and meetings.

Support capacity building to the Ministry of Line and Phoenix Islands Development

• Provision of administrative support and associated capacity building, as and when required, to MLPID (especially WSD) to help ensure that overall services are maintained at an optimum level.

Financial and procurement support services

• Supporting the delivery of financial and procurement reports using SPC financial systems.
• Monitoring project expenditure against approved budget on a monthly basis.
• Ensuring financial transactions and project procurements comply with SPC’s Financial and Procurement guidelines.
• Facilitating all project cash advances where required and follow up on related acquittals.
• Facilitating project payments.
• Assist in project audits and provide support with the retrieval of documents required.
• Verifying requests for purchase orders, and ensure commitment lists remain accurate.
• Ensuring commitment lists are run regularly and all Purchase Orders are cleared in a timely manner.

Support to project governance and ensuring compliance with relevant policies and regulations

• Facilitation of compliance with all relevant policies, regulations and administrative directions and contribution to the good governance of the project and MLPID.

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

Key selection criteria

Qualifications

• Degree or equivalent in a relevant field such as accounting, financial management or business administration.

Technical expertise

• At least 3 years’ experience in a secretarial, administration or finance support role.
• Strong PC based computer skills, preferably with Microsoft Programs (Word, Excel, Access, Outlook, PowerPoint).
• Ability to take initiative and work under limited supervision.
• Ability to multitask, priorities workload and complete work under deadlines.
• Ability to work as part of a team.
• A flexible approach and a willingness to assist with a variety of other tasks with the project(s).
• Demonstrated organizational skills.
• General understanding of planning and budget processes.
• Understanding of spreadsheet and database principles.

Language skills

• Excellent English and i-Kiribati communication skills (oral and written).

Interpersonal skills and cultural awareness

• Excellent interpersonal skills in a diverse multicultural environment.

Salary, terms and conditions

Contract Duration – This position is budgeted until 30 June 2027 and is subject to renewal depending on performance and funding.

Remuneration – the Finance and Administration Assistant is a Band 7 position in SPC’s 2024 salary scale, with a starting salary range of AUD 17,139–21,423 per year, plus local staff benefits. An offer of appointment for an initial contract will be made in the lower half of this range, with due consideration being given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews.

Benefits – SPC provides medical and life insurance for eligible employees and their eligible dependents. Employees are entitled to 25 days of annual leave and access to SPC’s Provident Fund (contributing 8% of salary to which SPC adds a 10% 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 bilinguism, 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 private policy.

Please note that applicants must be Kiribati Nationals currently residing in the country, or hold the proper work permit for salaried employment there.