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 Human Rights and Social Development Division has a vision for just, equitable and resilient Pacific societies and it aims to achieve this by advancing human rights, equality and social inclusion for all Pacific people, grounded in cultural values and principles. The work of this Division includes work previously undertaken by the Regional Rights Resource Team (RRRT) in the area of human rights and the Social Development Programme (SDP) in the areas of gender equality and social inclusion, culture and youth development.
In line with its vision, the work of the Division will encompass the following focal areas:
- Objective 1: Governance for human rights and social development: Strengthen inclusive, transparent and active governance for human rights and social development.
- Objective 2: Gender equality and social inclusion: Mobilize, empower, and build conditions for gender equality, equity and social inclusion in society and development.
- Objective 3: Culture: Promote, preserve and protect positive expressions of culture.
- Objective 4: Social innovation and learning: Enhance knowledge, learning and innovative solutions to accelerate impact on human development priorities.
The role – Operations and Finance Assistant for the Pacific Women Lead at SPC programme, within HRSD, supports the logistical, operational and administrative activities, to ensure the effective and efficient management and delivery of the programme.
The key responsibilities of the role include:
General administration and operational support
- Support the programme team with all administrative requests.
- Ensure appropriate supply of office consumables are available at all times.
- Provide assistance in raising purchase orders and administrative support for payment status and orders for consultants, suppliers and/or vendors.
Travel and Logistics Support
- Assist with logistics planning for travel, meetings and events for the programme team.
- Provide support to the programme team as requested for travel arrangements and reservations.
- Support the communications team with logistics for all events.
General Finance Support
- Ensure all vendor/service provider payments are made on time and entered in Navision with timely provision of vendor remittances.
- Facilitating all project cash advances where required and follow up on related acquittals.
- Working closely with the finance team to assist in project audits and provide support with the retrieval of documents required for project audits.
- Verifying requests for purchase orders, supporting documents and account codes for validity, accuracy and completeness and preparing timely and accurate purchase orders and ensure commitment lists remain accurate.
For a more detailed account of the key responsibilities, please refer to the online job description.
Key selection criteria
Qualifications
- A Bachelor’s degree in finance, administration or other relevant tertiary qualification from a recognized university.
Technical expertise
- At least three years’ experience in working in a medium size office of a similar nature, in administration and logistical support, in a reputable organization.
- Demonstrated experience in event and travel coordination.
- Demonstrated experience coordinating procurement, purchase orders, invoicing, payment and other financial processes.
- Advanced computer skills in Microsoft Office, especially MS Excel.
- Demonstrated experience in computerized accounting system.
- Proven ability to effectively manage information, multi-task and work under pressure to meet tight deadlines.
- Excellent interpersonal and representational skills with experience in building and maintaining effective working relationships with a range of different individuals and organizations.
- Proven ability to work collaboratively across a large team.
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 30 June 2026 – subject to renewal depending on funding and performance.
Remuneration – The Operations and Finance Assistant 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 – 15 January 2024 at 11:59pm (Fiji time)
Job Reference: JM000538
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):
- Briefly summarise how your skills and experience meet the key selection criteria, detailed in the job description.
- Describe your process for replenishing office supplies and how do you manage it to ensure supplies are available at all times.
- Describe using your own experience a process of a logistic planning with programme teams for regional meeting, events or summits.