ICT Procurement and Projects Coordinator

• Suva-based position
• Attractive expatriate package
• 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, geoscience, and conservation of plant genetic resources for food and agriculture.

The Operations and Management Directorate (OMD) provides corporate services to all SPC Divisions and Programmes. It consists of three key departments: Finance, Human Resources and Information Services. OMD is focused on improving the effectiveness of systems, policies and management to provide high-quality customer-oriented services.

The role – ICT Procurement and Projects Coordinator will be responsible for managing and coordinating the delivery of operational projects and procurement activities for the ICT department. The role will be involved in planning, budgeting, monitoring, reporting, and ensuring compliance with ICT policies and standards. The ICT Procurement and Projects Coordinator also liaises with internal and external stakeholders, vendors, and contractors to ensure the successful completion of ICT procurement processes which will include management of Request for Quotes and Request for Proposal processes in close coordination with the SPC Procurement Team.

The key responsibilities of the role include:

Develop and implement a standardized Project Management Methodology (PMM) and that will enhance the delivery of operational project within the department.

• Assess the current scope of operational projects and develop a suitable project methodology.
• Implement the identified project methodology for all operational projects implemented of the department.
• Review and consolidation of project pipelines as required to meeting changing needs and requirements.

Planning, coordination, initiation, and execution and monitoring of operational projects to meet project deliverables.

• Supervise the project procurement processes to ensure they are in line with SPC procurement guidelines.
• Lead and manage projects through the project life cycle (initiation, planning, execution control and closure).
• Maintain and track key project management products, including Management Plan, Schedule, Risk and Issue Register and Communication Activities.

Coordinate and develop procurement plans and formation of activities required to implement procurement initiatives.

• Work with various teams within the department to plan and coordinate and plan any required procurement.
• Ensure that procurement plans are aligned to department budget forecasts.

Procurement Documentation, reporting and communication on project and procurement activities for the department.

• Prepare procurement documents for Requests for Proposals (RFP) and support Requests for Quotations, including supporting the technical statement of needs.
• Organize review of RFP’s documents from technical expertise.
• Develop and share relevant reports with relevant stakeholders in a timely manner.

Stakeholder Management to ensure positive project and procurement outcomes are achieved

• Engage with customers to assess their needs, define a project management requirement, scope, acceptance criteria and project timelines.
• Coordinate the allocation of project resources with various teams to ensure technical needs of the project is met.

Compliance with SPC’s legal obligations, policies, and procedures

• Ensure all project and procurement activities are completed is in line with SPC requirements.
• Ensure any procurement and project management implementations adhere to all SPC’s policies.
• Work with stakeholders to understand and implement projects that are aligned to SPC’s policies.

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

Key selection criteria

Qualifications

• Degree in project management, engineering, computer science, information technology, procurement or related field; or equivalent combination of degree and work experience

Technical expertise

• Minimum of 7 years’ experience in project management and/or procurement role
• Experience working in an international, multicultural organization.
• Experience working in the Pacific.
• Expected to travel as and when required.

Language skills

• Fluent in English.

Interpersonal skills and cultural awareness

• Ability to work in a multicultural, inclusive and equitable environment.

Salary, terms and conditions

Contract Duration – Until 31 December 2027 – subject to renewal depending on funding and performance.

Remuneration – The ICT Procurement and Projects Coordinator is a band 10 position in SPC’s 2024 salary scale, with a starting salary range of 2,575‒3,218 SDR (special drawing rights) per month, which currently converts to approximately FJD 7,672–9,591 (USD 3,424–4,280; EUR 3,191–3,989). 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.

Application procedure

Closing Date:  8 December 2024 at 11:59pm (Fiji time)

Job Reference: SH000356

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.

For international staff in Fiji, only one foreign national per family can be employed with an entity operating in Fiji at any one given time. SPC may assist on a case-by-case basis with submissions to Fiji Ministry of Foreign Affairs for their consideration and final approval. SPC cannot and does not make any guarantee whatsoever of approval for such applications to Fiji Ministry of Foreign Affairs and where an application is approved, the spouse or partner will subject to such terms and conditions as may be set from time to time by the Ministry.

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. Describe your experience and skills with adapting various project methodologies to ensure project success.
2. Describe your experience in managing project budgets, including budget preparation, monitoring, and reporting.
3. Can you share your experience in handling procurement processes, from preparing requests for proposals to managing vendor relationships?