Senior Programme Assistant

• Attractive local package
• Friendly and supportive team environment
• Join the principal development organisation in the region

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.

The role – Senior Programme Assistant will provide support to the Nauru Restoration Generation Project with the administrative and financial delivery of the project in accordance with SPC and Donor requirements. Responsibilities include support for finance, procurement, travel and administration services. The role will also support other work under the Natural Resource Management Programme of LRD.

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.
• Prepare all project cash advances and ensure acquittals are fully compliant and submitted in timely manner.
• 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.
• Support project beneficiaries (including national project personnel) to understand and deliver on SPC procurement requirements.

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.
• Support the development of budgets for regional workshops and field travel needs.
• Provide facilitation and logistical support to Regional and National Workshops, including securing workshop venues, accommodation and other services.

Administration support

• Manage day-to-day administration and operations work for the project.
• Manage and monitoring 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 secretarial services to the team when required.

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

Key selection criteria

Qualifications

• A minimum of 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.
• Proficient in Microsoft Office suites, specifically Word, Excel and PowerPoint.
• Proficiently able to use SharePoint platforms such as Microsoft teams, Zoom, etc.
• Ability to work under minimum supervision.

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 2027 – subject to renewal depending on funding and performance.

Remuneration – the Senior Programme Assistant is a band 7 position in SPC’s 2025 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 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 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).

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.

Application procedure

Closing Date – 10 August 2025 at 11:59pm (Fiji time)

Job Reference: JM000897

Applicants must apply online at http://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.

Only Fijian citizens are eligible to apply for this role.

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):

1. Identify one high value procurement challenge you have faced in your current line of work and explain how it was resolved.
2. Accurate financial data is important for reporting purposes. Can you explain one method you have used that has effectively ensured the correctness of data for reporting purposes?
3. SPC carries out a lot of regional workshops as part of our work portfolio. What are 2 risks and solutions you can identify from arranging a workshop for multiple external participants?