Programme 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 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 Public Health Division (PHD) supports member countries in attaining healthier Pacific Island people and communities by helping in public health surveillance, prevention and control of communicable and non-communicable diseases (NCD) and support for clinical services. The primary areas of focus of the division are to provide scientific and technical assistance and support the implementation of plans and programmes in member countries and territories. The primary goal for all PHD activities is to promote population health and well-being, prevent disease and injury, restore, and/or maintain health and reduce inequalities in health. PHD is primarily concerned with improving and protecting public (population) health, rather than individual treatment services as highlighted in the PHD Business Plan. The PHD is comprised of three programmes: Surveillance, Preparedness and Response Programme (SPRP), NCD Prevention and Control Programme (NCDPCP) and Clinical Services Programme (CSP).

The role – Programme Assistant will be responsible for assisting with administration and financial management, monitoring and report preparation, as well as administrative support to the programme support team.

The key responsibilities of the role include:

Provide secretarial and administration task for all support teams

• Ensure that timely and efficient services are provided to the division in the areas of human resources, meetings, workshops, travel and protocols.
• Organise and process all photocopying, dispatch outgoing mail ensuring compliance with approved templates and e-filing systems.
• Purchase and maintain office equipment and supplies for the PHD-support team.
• Work with the PHD’s Divisional Finance and Administration Assistant in liaising with the printery and publication sections regarding resource materials to be edited and printed prior to posting it to the PICTs.

Quality improvement in the area of administration

• Contribute and support the on-going development of administrative management system/tools.
• Focus on documented procedures to ensure a consistent approach within the framework of SPC’s corporate policy and procedure.
• Provide continuous support towards the improvement of TMS system and Navision Jobs Module.

Assist in project financial support and financial management

• Coordinate procurement and fixed asset management in line with SPC’s policies and procedures.
• Verify project payment before payments are made.
• Assist in facilitating project audits in line with donor requirements as per MOU/LOA.
• Ensure all project MOU/LOA and project related documents voucher, receipts are filled properly in the shared drive.

Coordinate and organise travel, workshops and conferences

• Organise travel and per diems for PHD-support team, consultants and PICTs in line with SPCs procurement policy.
• Organise visit notification letters in accordance with SPC’s policy and ensuring these are sent to countries at least 3 weeks before the proposed visit.
• Serve as secretary during meetings.
• Organise and advise participants of travel and logistical aspects.

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

Key selection criteria

Qualifications

• Diploma in a relevant discipline such as accounting or financial management.

Technical expertise

• At least 5 years of relevant work experience in office secretarial and administration with some financial management in a reputable organisation.
• Good working knowledge of project accounting and associated reporting requirements.
• Use of modern management and information systems and accounting software.
• Advanced computer literacy, especially with Microsoft office applications.

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

Remuneration – The Programme Assistant is a band 6 position in SPC’s 2024 salary scale, with a commencing taxable salary range of FJD 1,892-2,365 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 May 2024 at 11:59pm (Fiji time)

Job Reference: JM000659

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):

1. Please describe your background in financial administration (including reporting) and procurement (including facilitation of procurement processes) for donor-funded projects.
2. Describe an example of when you were responsible for organising a large event. How did you organise and schedule the tasks? Was the event successful? If so, how did you know? Is there anything that you would have done differently?
3. Please describe your experience with preparing budgets for workshops or events.