Operations and Administration Officer

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Pacific Community
  • Post Date: May 8, 2023
  • Applications 0
  • Views 129
Job Overview
  • Suva-based position (Fiji)
  • Attractive expatriate package
  • Join the principal development organisation in the Pacific region

 

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, geoscience, and conservation of plant genetic resources for food and agriculture.

The Human Rights and Social Development (HRSD) Division has a vision for just, equitable and resilient Pacific societies. It aims to achieve this by advancing human rights, equality and social inclusion for all Pacific people, grounded in cultural values and principles.

In line with its vision, the work of the Division encompasses the following objectives:

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: Mobilise, 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: Enhance knowledge, learning and innovative solutions to accelerate impact on human development priorities.

As the key implementing partner for the Pacific Women Lead portfolio, SPC leads the Pacific Women Lead (PWL) at SPC programme (PWL at SPC), located within SPC’s HRSD Division. The PWL at SPC programme receives more than AUD 55 million under the Australian Government’s AUD 170 million PWL portfolio. PWL at SPC has funding for five years from 2021−2025.

The PWL at SPC programme goal is that Pacific women and girls, in all their diversity, are safe and equitably share in resources, opportunities and decision-making, with men and boys. There are three outcomes: (1) Women’s leadership promoted; (2) Women’s rights realised; and (3) Pacific regional partners increase the effectiveness of regional gender equality efforts. Joining PWL at SPC, other central partners include PWL Enabling Services (PWLES); AIR (Amplify – Invest – Reach) partnership of women’s funds, civil society organisations and coalitions; and the Australian Government’s direct relationships with development partners for regional programmes, such as the United Nations (UN).

The role – Operations and Administration Officer for PWL at SPC is responsible for: (a) the day-to-day operations and administrative functions for the programme, including in relation to all PWL at SPC grants and in relation to the Pacific Girl project; (b) providing secretariat support to the PWL Governance Board; and (c) managing the Operations & Administration Assistant who will support the work of the Operations & Administration Officer.

The key responsibilities of the role include:

Day-to-day operations and administrative functions for the PWL at SPC programme (including the Pacific Girl project) and secretariat support to the PWL Governance Board

  • Perform all operational and administrative functions for the programme including contracting for grants, consultants and other services providers; travel arrangements; briefings for the team and contracted advisers; maintaining the grants register, the asset register, data bases and filing systems; purchasing office supplies.
  • Support the team in transitioning to SPC operational and administrative systems, processes and procedures including through advice and mentoring.
  • Provide secretariat support to the PWL Governance Board for two meetings per year with additional meetings as required, including: preparation (logistics/administration) for meetings; and taking of meeting minutes, preparing meeting reports, and undertaking post-meeting actions.

Procurement and consultant recruitment support to PWL at SPC

  • Ensure all procurement and recruitment activities are undertaken in an effectively and timely manner and accordance with SPC procurement processes and procedures, including preparation and advertisement of terms of reference, RFPs and RFQs; shortlisting of consultants and service providers and the arrangements of assessment to identify the preferred consultant/supplier.
  • Manage the procurement of goods and services, including negotiating with service providers to ensure ‘value for money’ and the maintenance of consultant data bases and preferred supplier lists.

Leadership and management

  • Supervise, manage, and mentor direct report to achieve work plan deliverables.
  • Identify operational and administration training needs for PWL at SPC team and design and deliver training and mentoring to ensure compliance with SPC systems, processes and procedures.

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 social sciences, development, business administration or a related discipline from a recognised university or equivalent work experience.

Knowledge and experience

  • At least 5 years of office management related experience, preferably in the Pacific region.
  • Knowledge and understanding of gender equality concepts and issues, including in the Pacific.
  • Demonstrated understanding and knowledge of Pacific cultural values and international human rights principles and standards.
  • Pacific experience and an in-depth understanding of the human rights (including violence against women), good governance and development challenges in the region.

Essential skills

  • Communication, networking and stakeholder engagement skills
  • Skills and experience in procurement, including the tender process for consultants.
  • Ability to successfully work within a deadline-driven environment.

Language skills

  • Excellent English communication skills (oral and written) with strong writing ability at a project donor reporting level.

Interpersonal skills and cultural awareness

  • Ability to work in a multicultural, inclusive and equitable environment.
  • Excellent interpersonal and representational skills with experience in building and maintaining effective working relationships with a range of different individuals and organisations.

 

Salary, terms and conditions

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

Remuneration – The Operations and Administration Officer is a band 8 position in SPC’s 2023 salary scale, with a starting salary range of 2,044‒2,555 SDR (special drawing rights) per month, which currently converts to approximately FJD 6,030–7,537 (USD 2,739–3,424; EUR 2,595–3,243). 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. Remuneration of expatriate SPC staff members is not subject to income tax in Fiji; Fiji nationals employed by SPC in Fiji will be subject to income tax.

Benefits for international employees based in Fiji – SPC provides a housing allowance of FJD 1,350–3,000 per month. 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 matching 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 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: 10 May 2023 at 11:59pm (Fiji time)

Job Reference: MC000003

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.

For international staff in Fiji, only one foreign national per family can be employed with an entity operating in Fiji at any one given time. SPC may assist on a case-by-case basis with submissions to Fiji Ministry of Foreign Affairs for their consideration and final approval. SPC cannot and does not make any guarantee whatsoever of approval for such applications to Fiji Ministry of Foreign Affairs and where an application is approved, the spouse or partner will subject to such terms and conditions as may be set from time to time by the Ministry.

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. Briefly summarise how your skills and experience meet the key selection criteria, detailed in the job description.
  2. Describe your top three areas of focus when managing a team delivering logistics for a large regional event.
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