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 Land Resources Division (LRD) provides effective expert scientific advice, capacity building and services on conservation, development and utilization of plant genetic resources, forest and landscape management, resilient agricultural systems, diversification of livelihood strategies and access to markets to maintain ecosystem services and improve land productivity and the food, nutrition security and resilience of Pacific communities. LRD has expertise in genetic resource conservation, resilient agriculture, biosecurity, pest and disease management, agricultural extension, plant pathology, entomology, and animal health. It collaborates with governments, regional organisations, civil society and other SPC divisions to pinpoint the needs and priorities of Pacific countries and communities and provide technical expertise to address them. This mission is realized through four main thematic work areas, or pillars, and a progressively integrated approach to programming that works towards achieving SPC’s development goals.

The role – The Finance and Procurement Officer will provide support to the USAID funded Global Health Security Program with 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 project budget and forecasts, including income and expenditure against the project plan, outputs and outcomes including monthly analysis of project expenditure, commitments and project executions, and project acquittals.
• Provide well informed advice to supervisors on budget execution rates and outlining challenges and solutions as much as possible.
• Prepare timely multi-purpose project financial (numerical and narrative) reports for SPC, donor, and any external project committee or board, technical working groups and others.

Project accounting, 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.
• 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 to ensure that the project has sufficient funds for the implementation of activities.

Procurement and Grant 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.
• Facilitate the preparation and monitoring of the project’s annual procurement plan.
• Monitor all procurement and grants actions using key databases and workflows to ensure efficiency, completeness, availability of up-to- date information, and to allow effective follow- up action.
• Prepare grant requests and associated requirements for the Procurement Committee vetting process and consequently the facilitation of signing process with partner.

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.
• 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 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 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 –3 years– 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.