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 unique 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 Micronesia Regional Office (MRO) situated in Kolonia, Pohnpei, Federated States of Micronesia (FSM), is the main hub for SPC's projects and partnerships with the Micronesian members of the Federated States of Micronesia, the Republic of the Marshall Islands (RMI), the Republic of Palau, and the United States territories of the Northern Mariana Islands (CNMI), and Guam. The MRO opened in January 2006.

The role – the Finance and Procurement Assistant within the Project Management Team (PMT) will assist with the overall financial accounting, acquittals, preparation of procurement and contracting documents, and compilation of all supporting documentation.

The key responsibilities of the role include the following:

Financial and procurement support services

• Support the delivery of financial and procurement reports using SPC financial systems.
• Monitor project expenditure against approved budget on a monthly basis.
• Provide monthly reports to the GEM Finance Unit for management reporting purposes.
• Ensure financial transactions and project procurements comply with SPC’s Financial and Procurement guidelines.
• Facilitate all project cash advances where required and follow up on related acquittals.
• Facilitate all payments for the project.
• Facilitate all sub-recipient grants to countries and ensures that quarterly sub-recipient acquittals are received and processed in system.
• Work closely with the Programme Accountant to assist in project audits and provide support with the retrieval of documents required for project audits.
• Verify requests for purchase orders, supporting documents and account codes for validity, accuracy and completeness.
• Ensure commitment list is run regularly and all Purchase Orders are cleared in a timely manner.
• Source valid quotations from reliable service providers.
Travel, Logistics, Administration, and Operation oversight

• Ensure all travel is budgeted for and in line with work plan.
• Support with the development of budgets for regional workshops, and field travel needs.
• Support the Project Assistant for travel, administration and operations work.
• Assist project staff in the preparation and dissemination of project reports and communication materials to stakeholders.
• Assist the Team members and Project Manager in compiling costed work plan and budgets and monitor the project implementation.
• Assist the Project Manager and Project Management Team with other project activities as and when required.
Capacity support and training

Where necessary and under the guidance of SPC GEM finance Officer provide financial and procurement support and training to Grantees and key stakeholders in FSM on SPC and EU processes.
Provide support to the project team about financial policies and procedures.
For a more detailed account of the key responsibilities, please refer to the online job description.

Key selection criteria

Qualifications

Degree in a relevant field such as accounting, financial management or business administration.
Technical expertise

• At least 3 years’ experience in administration and accounting in a similar organization including experience with project management, information systems and financial management.
• Experience with procurement procedures.
• Understanding of project budgeting, financial reporting, donor reporting, audit requirements.
• Knowledge of budgetary and administrative processes in PICTs and working directly with PICTs in project environments.
• Sound coordination, administrative, networking, and collaborative skills.
• Excellent writing skills.
Language skills

• Fluency in English (written and verbal).
• Excellent oral and written communications skills and demonstrated ability to articulate and communicate complex issues.
• Interpersonal skills and cultural awareness

Strong people skills and ability to work in a multicultural and gender sensitive environment.
Salary, terms and conditions

Contract Duration – This position is budgeted until 31 October 2024 and is subject to renewal depending on performance and funding.

Remuneration – the Finance and Procurement Assistant is a Band 4 position in SPC’s 2023 salary scale, with a starting taxable salary range of USD 21,164 –26,454 per year, 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 being given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews.

Benefits – SPC provides medical and life insurance for eligible employees and their eligible dependents. Employees are entitled to 25 days of annual leave. Provident Fund and/or Social Security will be according to FSM’s local legislation.

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 bilinguism, 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 private policy.

Please note that applicants must be FSM Nationals currently residing in the country, or hold the proper work permit for salaried employment there.

How to apply
Application procedure

Closing date: 12 November 2023 – 11:00 pm Pohnpei time

Job Reference: CR000121

Applicants must apply online at https://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.

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):

Please list what you consider are the necessary attributes of a Finance and Procurement Assistant and explain how you fulfil each trait. Please list and describe at least 3-5 necessary traits.
Please describe your experience in financial administration and procurement.
What approaches would you take in your daily work to ensure you are well organised to address priorities on time?