Finance and Administration Assistant

  • Added Date: Tuesday, 07 May 2019
  • Deadline Date: Wednesday, 22 May 2019

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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 26 country and territory members. In pursuit of sustainable development to benefit Pacific people, our organisation works across more than 20 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 areas of scientific programming and two areas of focus within this division:

  1. Oceans and Maritime – Driving growth in blue economies through well-informed and inclusive action from integrated solutions for ocean and coastal management and maritime and transport.

  2. Geo-resources and Energy – Strengthening the management of the Earth’s non-living resources through responsible harnessing of mineral resources, including metalliferous and development minerals, and clean and renewable energy resources, such as solar, wind, and geothermal for sustainable development.

  3. Disaster and Climate Resilience – Improving resilience and sustainability through the management of disaster risk and assessment of hazards. This includes building resilience through wider support for climate change, disaster risk management (DRM) initiatives, and water and sanitation initiatives.

  4. The other two focus areas within this division are Programming and Operations, responsible for driving integrated programming excellence and operational support across the division, and Geo-informatics, which is responsible for providing diverse, integrated, and unique and demand-driven services across SPC work programmes, projects and countries. This includes developing, managing, building on and retaining or preserving spatial data and information for the benefit of all scientific areas.

Pacific Adaptation to Climate Change and Resilience Building (PACRES) Project – has an overall objective to increase the resilience of Pacific ACP Countries to climate change and achieve the UN Sustainable Development Goals in particular Goal 13 “Take urgent action to combat climate change and it impacts” in order to reduce poverty and promote sustainable development. This project is jointly implemented by the Secretariat of the Pacific Regional Environment Programme (SPREP), Pacific Islands Forum Secretariat (PIFS), Pacific Community (SPC) and the University of the South Pacific (USP).

The Finance and Administration Assistant will support the PACRES Project in areas such as budgetary controls, monitoring financial expenditure, procurement for works and services contracts including administrative and coordination support to ensure the delivery of the project activities.

The key responsibilities of the role include the following:

  • Project accounting - Assist in preparing donor reports as required by EU PACRES project grant agreement, assist the Team Leader in compiling work plan budgets of project and monitor the project implementation, review project balances and recommend fund transfers, clearance of deficits, reimbursements and utilization of budgets and also assist with project audits in line with donor requirements.
  • Project Financial Management – Support in-country project coordinators with managing budgets, follow-up with acquittals from all project staff, Ensures all expenditures are charged to the correct budget lines as per the nature of activities budgeted and reconciles project payments to cash book reporting.
  • Logistics for Meetings/Workshops/Events - Develop budgets for regional workshops, develop Government Protocol letters and Administrative Notes for events using the appropriate language, ensure timely disbursal of per diems and support to workshop participants and ensure proper acquittal of all advances and per diems post workshops.
  • Travel Bookings - Ensures that travel requests adhere to SPC procedures, book flights well in advance; with options for travel provided including budget implications for staff and develop relationships with key travel agents to ensure good service delivery.
  • Project Administration Support – Set the agendas, takes minutes and organise files for internal meetings; Orders project supplies and equipment as needed, ensure the maintenance and cleanliness of general project equipment and provide procurement support for the hiring of any consultants under the project.

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

Key selection criteria


  • Bachelor’s degree in accounting, financial management, business administration and or equivalent work experience

Knowledge and experience

  • At least 3 years of experience in project accounting and financial reporting
  • At least 3 years of experience in donor project financial reporting
  • Demonstrated capacity to create and/or maintain financial systems, conducting procurement and cash disbursement processes

Essential skills

  • Experience in conference management and event organisation, logistics and travel
  • Excellent PC-based computer skills, including knowledge of Microsoft Word, Excel and Outlook
  • Demonstrated organisational skills with ability to prioritise workload and complete work under deadlines

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 June 2022

Remuneration – This is a full-time position at Band 7 in SPC’s 2019 salary scale, with a commencing taxable salary range of FJD 2,177‒2,721 per month, plus local staff benefits. An offer of appointment for an initial contract will 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.

SPC is committed to child protection, irrespective of whether any specific area of work involves direct contact with children. SPC’s Child Protection Policy is written in accordance with the Convention on the Rights of the Child. Successful candidates will be required to provide a police clearance certificate.

This vacancy is archived.

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