Senior Programme Assistant

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 surveillance, 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 – Senior Programme Assistant will provide support to the “EU-ACP Business-Friendly: Supporting value chains through inclusive policies, investment promotion, alliances and access to finance” Project with the administrative and financial delivery of the project in accordance with SPC and Donor requirements. Responsibilities include support for program accounting, audit, financial monitoring, procurement and grants services, workshop and travel support, financial acquittals and general administration. The role will also support other work under the Natural Resource Management Programme of LRD when required.

The key responsibilities of the role include:

Finance Support Services

• Support the preparation of donor financial reports and subsequent invoices for funding tranche requests as per signed agreements.
• Monitor project expenditure against approved budget monthly.
• Ensure financial transactions comply with SPC’s Financial guidelines.
• Support grant monitoring and liaison with beneficiaries on financial tranches and acquittals.

Procurement Support Services

• Support the project team with the development and regular updating of the annual procurement plan.
• Ensure all project procurements comply with SPC’s Procurement guidelines.
• Provide support to the project team in drafting RFQ’s and high value procurement.
• Assist with vendor identification, liaison including negotiation of payment terms in line with SPC procurement guidelines.

Travel and Workshops Support Services

• Manage travel requirements for staff and external participants, including liaising with SPC travel team, travel agents on itinerary and tickets, and updating the SPC travel system.
• Inform and guide staff/consultants/partners/ donors on SPC travel compliance procedures as well specific travel compliance procedures for their nominated country/territory of travel.
• Ensure travel is budgeted for and in line with work plan.
• Support the development of budgets for regional workshops and field travel needs.

Administration Support

• Manage day-to-day administration and operations work for the project.
• Manage and monitor project filing systems, including the archiving and backup of project documents, information, and data in a format suitable for audits and evaluations.
• Manage project assets records, including facilitating asset transfers/disposals.
• Provide backstopping support to other project teams within LRD when required.

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

Key selection criteria

Qualifications

• A Diploma in a relevant field such as finance, business administration, procurement or equivalent body of knowledge and experience.

Technical expertise

• 7 years of experience in the provision of project support within a medium to large sized organisation in a similar institution or environment.
• Demonstrated experience in donor project finance, procurement and/or administration.
• Very good experience in logistics management inclusive of travel for workshops and training programs.
• Excellent team player with ability to work autonomously.
• Proficient in Microsoft Office suites, specifically Word, Excel and PowerPoint.
• Proficiently able to use SharePoint platforms such as Microsoft teams, Zoom, etc.

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 September 2027 – subject to renewal depending on funding and performance.

Remuneration – The Senior Programme Assistant is a band 7 position in SPC’s 2026 salary scale, with a commencing taxable salary range of FJD 2,402-3,002 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.

Benefits for Staff in a position advertised locally (EPAL) whose duty station is Suva – SPC provides medical and life insurance for eligible employees only. Employees are entitled to 25 working days of annual leave per annum and other types of leave, prorated on contract length, and access to Fiji’s National Provident Fund (contributing 8% of salary, to which SPC adds a 10% contribution).

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.