Secretariat of the Pacific Community (SPC)

SPC Nabua

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 Geoscience Energy and Maritime 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:

  • 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.
  • Georesources and Energy Programme (GEP) – assists member countries by applying technical knowledge in the areas of geoscience and sustainable energy use.
  • 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 Finance and Administration Assistant will assist with the administrative and financial delivery of Pacific Adoption of Waste-to-Energy Solutions (PAWES) project and other GEM Projects in accordance with SPC and Donor requirements. It includes:

  • Management of project accounting, audit, and budgetary controls,
  • Monitoring of projects sub contractual requirements,
  • Support for procurement of works & services contracts,
  • Support for acquittal of country grant agreements funding with Pacific Island countries project officer

The key responsibilities of the role include: Project Accounting

  • Donor Reporting
  • Auditing

Project Financial Management

  • Reconciliation
  • Cash Flow Management
  • File Management

Country Project Management

  • Assist the Project Manager in monitoring financial requirements that may be stipulated in any Letters of Agreement and Grant Agreements between implementing partners (Project’s countries and SPC); to ensure project expenditure, cash advance requests and financial reports are timely and within the scope of the signed agreements
  • Assist country project officers in compiling reports
  • Assist in formulation of annual financial reports for country activities

Miscellaneous Finance Tasks

  • Process GEM Projects purchase orders when required as backup for Admin team and GEM finance

  • Assist with compilation and calculations of project staff timesheets on a monthly basis
  • Assist finance officer at GEM in financial management task related to various other GEM projects

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

Key selection criteria

Qualifications

  • Diploma in a relevant field such as accounting, financial management or business administration

Knowledge and experience

  • At least 2 years of experience in project finance and administration
  • Demonstrated experience in donor project finance and administration
  • Demonstrated experience in financial audit administration

Essential skills

  • Strong PC based computer skills, preferably with Microsoft Programmes (Word, Excel, Access, Outlook, PowerPoint)
  • Demonstrated experience of country level engagement with a variety of multi-level stakeholders;
  • Demonstrated capacity to efficiently and effectively organise national, sub regional and regional meetings
  • Demonstrated capacity to work in a team of people from different technical skills and cultural backgrounds

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 13 December 2024 – subject to renewal depending on funding and performance

Remuneration – The Finance and Administration Assistant is a Band 6 position in SPC’s 2022 salary scale, with a commencing taxable salary range of 1,846-2,308 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.

Application procedure

Closing Date – 23 August 2022 at 11:59pm (Fiji time)

Job Reference: JR000067

Applicants must apply online at (link)

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.

Screening Questions (maximum of 2,000 characters per question):

  • Please describe your experience in travel and logistics management/administration for regional and national workshops and identify three lessons learned
  • Refer to one example where you have been involved in the financial management of a project funded by sources external to your organisation. Please highlight two key lessons you have learned from that process.
  • Please describe your experience with managing your time and expected outputs under pressure. What tools and strategies do you use to ensure you manage expectations of your dir

JDFinanceandAdminAssistant-GEMBand6.docx

Type: Contract – Local

Category: Administration & Office Support

Reference ID: JR000067

Date Posted: 09/08/2022

Tags: access to water, capacity development, climate change, climate change adaptation, disaster risk, finance officer, financial management, fisheries, genetic resources, health surveillance, logistics, natural resource management, procurement, project accounting, project finance, project management, project manager, reconciliation, risk management, sustainable development, sustainable energy, water and sanitation