Finance and Procurement 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 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 vision of the Educational Quality and Assessment Programme (EQAP) is to be ‘The agency for educational quality in the Pacific region’. Its mission is to enhance the quality of education and training for Pacific learners, so they realize the benefits of lifelong learning. EQAP seeks to promote the following core values within the context of SPC’s corporate values:

• a culture of quality;
• a culture of continuous improvement;
• cultural and political sensitivity;
• respect for the autonomy and priorities of the education system in each Pacific Island country and territory (PICTs); and
• assimilation of the expressed needs of countries in its delivery of technical services.

The role – Finance and Procurement Officer will work in accordance with relevant accounting principles and standards and will be responsible for budget preparation, financial monitoring and reporting, audit compliance, procurement and grants and efficient administration through the Division’s central Finance team. The key primary focus of this role is to ensure the smooth and efficient operation of the project in strict adherence to the Pacific Community (SPC) and donor requirements.

The key responsibilities of the role include:

Budget preparation, monitoring and financial reporting

• Monitor the overall program/project budget and forecasts, including against the following specific areas; income and expenditure against program/project plan or annual workplan and budgets, outputs and outcomes including monthly analysis of program/project expenditure provided to program/project management team and program/project acquittals.
• Provide well informed advice to supervisors on budget execution rates outlining challenges and solutions as much as possible.
• Prepare timely multi-purpose program/project financial (numerical and narrative) reports for SPC, donor, and any external program/project committee or board, technical working groups and others.

Project accounting, audit and compliance

• Facilitate all preparations for any program/project audit and support any external review or evaluation on financial and grant matters. Liaise with auditors to provide required documentation in a timely manner.
• Ensure expenditures and reporting are compliant with applicable SPC policies and donor requirements and with grant contractual agreements.
• Ensure all aspects of a program/project’s financial information including accounting transactions, are accurately captured in the SPC financial system, with any discrepancies corrected in a timely manner.
• Contribute to the division’s risk management processes, including in the work-planning process, as it pertains to financial and compliance risk, identifying potential risks, such as, irregular expenditures not approved in the work plan.

Procurement and Grants 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.
• Facilitate all evaluation processes and ensure they are compliant with SPC requirements.
• Monitor all risks associated with procurement and grant activities.

Overall administrative support

• Contribute to the SPC Finance and Procurement shared services agenda which includes knowledge sharing, process refinements / reviews and increasing collaboration.
• 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 program/project finance documentation is well prepared and stored in readily available mediums in line with audit standards.

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, economics, project management or business administration.

Technical expertise

• At least 5 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 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 November 2027 – subject to renewal depending on funding and performance.

Remuneration – The Finance and Procurement Officer is a band 8 position in SPC’s 2024 salary scale, with a starting salary range of 2,044‒2,555 SDR (special drawing rights) per month, which currently converts to approximately FJD 6,091–7,614 (USD 2,719–3,398; EUR 2,534–3,167). 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 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 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.