Projects Officer

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 Fisheries, Aquaculture and Marine Ecosystems (FAME) Division is one of SPC’s oldest Divisions and it has been providing scientific and technical expertise to support fisheries management and sustainable development in the Pacific for over 60 years. FAME’s goal is that fisheries resources of the Pacific region are sustainably managed for economic growth, food security and environmental conservation. FAME includes the Oceanic Fisheries Programme (OFP) and Coastal Fisheries Programme (CFP). OFP is the region’s centre for oceanic fisheries science and information, providing essential data collection, data management and modelling and analysis services to the Pacific. CFP provides science and technical support to PICTs to enhance the management of coastal fisheries, and the sustainable development of aquaculture and nearshore livelihoods across the region. The work of OFP and CFP are supported by the FAME Director’s Office, which includes the Information Section, communications, and monitoring, evaluation and learning.

The role – the Projects Officer will provide support to the MFAT Funded Sustainable Pacific Fisheries Program and Pacific Fisheries Leadership Programme 2 with budget preparation, financial monitoring and reporting, audit compliance, procurement and grants and efficient administration through the Division’s central Finance team.

The key responsibilities of the role include the following:

Support budget preparation, monitoring, and financial reporting

• Support the SPF team in monitoring the overall project budget and forecasts.
• Provide well informed advice to implementing partners on budget execution rates and outlining challenges and solutions.
• Support the Finance Team Leader in the preparation of timely multi-purpose project financial reports for SPC, donor, and any external project committee.

Project reporting, audit, and compliance

• Facilitate all preparations for any project audit and support any external review or evaluation on financial and grant matters.
• Develop a robust and systematic electronic filing system covering all financial, procurement, and grant documents.
• Ensure all aspects of a project’s financial information are accurately captured in the SPC financial system, with any discrepancies corrected.
• Contribute to the division’s risk management processes.
• Work closely with other divisional finance and procurement officers to provide training and capacity building to division staff on finance policies and processes.
• Monitor project cash receipts, income, and expenditure.

Procurement Services

• Prepare all requests for proposals, requests for quotations and expressions of interest in line with SPC and donor requirements.
• Provide accurate advice and information to supervisors and staff on the different requirements of procurement and grants.
• Monitor all risks associated with procurement activities.
• Facilitate the preparation and monitoring of the project’s annual procurement plan.
• Monitor all procurement and grants actions using key databases and workflows.
• Prepare grant requests and associated requirements for the Procurement Committee vetting process.

Overall administrative support

• Facilitate all administration relating to staff travel, meetings, trainings, and field exercises.
• Ensure that all financial acquittals are provided on a timely basis and support documentation is sufficient and adequate.
• Ensure that all project finance documentation is well prepared and stored in readily available mediums in line with audit standards.
• Liaise directly with PICTS and other stakeholders on project administration issues, country specific financial policies and financial reporting matters.
• Provide training to project stakeholders and grantees where required in SPC financial management policies and requirements.

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, accounting, project management or business administration.

Technical expertise

• At least 7 years of demonstrated professional experience and competence in project operations / administration and/or finance.
• Experience in financial reporting, compliance, and business processes for projects funded.
• Demonstrated experience in managing procurement and grant processes.
• Experience in preparation of budgets, financial reporting and monitoring of budget and cash flows.
• Analytical ability and demonstrated ability to achieve efficiencies with attention to detail.
• Strong understanding and experience in use of computerized financial management information systems, preferably Navision.
• Ability to foster healthy relationships with vendors and suppliers.
• Dealing with different reporting requirements in multi-currency -donor projects.

Language skills

• Excellent interpersonal, written, and verbal communication skills in English.

Interpersonal skills and cultural awareness

• Knowledge of Pacific Island countries and territories is an advantage.

Salary, terms and conditions

Contract Duration – This vacant position is budgeted for 3 years and is subject to renewal depending on funding and performance.

Remuneration – the Projects Officer is a Band 9 position in SPC’s 2024 salary scale, with a starting salary range of 3,209–3,915 SDR (special drawing rights) per month, which currently converts to approximately XPF 474,675–579,141 (USD 4,268–5,207; EUR 3,978–4,853). 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. SPC salaries are not presently subject to income tax in New Caledonia.

Benefits for international staff employees based in New Caledonia – SPC provides subsidised housing in Noumea. 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 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 begiven to the Pacific Islander. Applicants will be assured of complete confidentiality in line with SPC’s private policy.

How to apply

Application procedure

Closing date: 13 October 2024 – 11:00 pm (Noumea time)

Job Reference: CR000281

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.

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. Describe your experience in managing project budgets, including budget preparation, monitoring, and financial reporting.
2. Can you share your experience in handling procurement processes, from preparing requests for proposals to managing vendor relationships?
3. Please provide examples of how you have facilitated administrative tasks such as travel arrangements, meeting coordination, and financial acquittals in your previous roles. How do you ensure accuracy and timeliness in your administrative work?