JOB DESCRIPTION
| Job Title: | Projects Officer |
|---|---|
| Work Unit: | Fisheries Aquaculture & Marine Ecosystems Division (FAME) |
| Location: | Noumea, New Caledonia |
| Responsible To: | Programme Manager, Pacific Fisheries Leadership Programme |
| Responsible For: | 0 |
| Job Purpose: | Provide implementation and technical support for the Pacific Fisheries Leadership Programme (PFLP) ensuring budget preparation, financial monitoring, audit compliance, procurement and grants and efficient administration. The role will also provide support through the Division's Implementation Support (IS) team on occasion to support coverage of related services. The Projects Officer will support planning, monitoring and reporting of PFLP. The key primary focus of this role is to ensure the smooth and efficient operation of PFLP in strict adherence to the Pacific Community (SPC) and donor requirements. |
| Date: | September 2026 |
Organisational Context:
The Pacific Community (SPC) is the principal scientific and technical organization in the Pacific region, supporting impactful development since 1947. We are an international development organization owned and governed by our 27 countries and territory members. In pursuit of sustainable development to benefit Pacific people, our unique organization works across more than 25 sectors. We are known for our knowledge and innovation in fisheries science, public health surveillance, geoscience, human rights and social policy development, and conservation of plant genetic resources for food and agriculture. SPC shares the vision for our region as endorsed in SPC's Strategic Plan 2022-2031. SPC's mission is to work for the well-being of Pacific people through the effective and innovative application of science and knowledge, guided by a deep understanding of the Pacific Islands' contexts and cultures.
SPC's Fisheries, Aquaculture and Marine Ecosystems (FAME) capability has been providing scientific and technical expertise to support fisheries management and sustainable development in the Pacific for over 65 years. The goal of SPC FAME is that the fisheries resources of the Pacific region are sustainably managed for economic growth, food security and environmental conservation. In pursuit of this goal, SPC FAME provides scientific and management advice to Pacific Island Countries and Territories (PICTs) and regional agencies to support the management of sustainable oceanic fisheries, coastal fisheries, marine ecosystems and aquaculture development. Along with addressing the challenges in the management of the region's marine resources, there are also significant opportunities to derive greater economic and social benefits from them. Deriving greater benefits from the tuna fisheries, the development of aquaculture in the region, along with alternative livelihoods in coastal fisheries, hold significant potential. SPC FAME provides technical assistance to support PICTs to maximise these sustainable development opportunities in the marine sector and in some parts of the freshwater sector.
SPC FAME is composed of three programmes: the Coastal Fisheries and Aquaculture Programme (CFAP); the Oceanic Fisheries Programme (OFP); and the Marine Ecology and Ecosystems Programme (MEEP). The Director's Office provides implementation support and strategic direction across the three programmes and cross-cutting projects. Working with all 27 PICTs, SPC FAME has strong partnerships with regional, sub-regional and national entities working in the marine sector. SPC FAME staff are based in New Caledonia, Fiji, Federated States of Micronesia, Solomon Islands, and Tonga, with most of the staff being based in New Caledonia.
The Projects Officer sits in the Planning, Monitoring, Evaluation and Learning (PMEL) Team within the Directors Office and provides timely, efficient, and effective administrative support to the PFLP. The Projects Officer will also provide support on occasion to the Implementation Support Team and will be a core member of this team to ensure proactive coordination, organisation, tracking, and progression of project and programme activities across FAME.
FAME Operations
Key Result Areas:
KRA#1: 30% Focus on implementation of procurement and grants activities to SPC policies and standards.
KRA#2: 20% Focus on implementation of budget preparation, monitoring, and financial activities to SPC policies and standards.
KRA#3: 20% Focus on Project results reporting, audit, and compliance.
KRA#4: 15% Focus on support to managers of teams and on provision of back-up for other Projects Officer roles and undertaking special projects.
KRA#5: 15% Focus on participating in continuous improvement and business efficiency.
The performance requirements of the Key Result Areas are broadly described below:
| Jobholder is accountable for | Jobholder is successful when |
|---|---|
| KRA#1: 30% Procurement and grants activities - Support all requests for proposals, requests for quotations and expressions of interest in line with SPC and donor requirements. - Provide accurate information to managers and staff on the different requirements of procurement and grants. - Facilitate all evaluation processes and ensure they are compliant with SPC requirements. - Facilitate the preparation and monitoring of the project's annual procurement plan. - Manage vendor relationships and ensure communication flows are clear and timely. - Monitor all procurement and grants actions using key databases and workflows to ensure efficiency, completeness, availability of up-to-date information, and to allow effective follow- up action. - Support grant requests and associated requirements for the Procurement Committee vetting process and consequently the facilitation of signing process with partner. | - The procurement plan is well implemented and updated when required. - All procurement and grant processes undertaken by the projects, is in line with SPC and donor policies and procedures. - Procurement processes run smoothly, with procurement committees supported with supporting documents. - Working with Division's Finance team and SPC's Procurement Office to ensure timely procurement briefings and appropriate training is provided to the team. - Contracts for vendors and consultants are well managed for timely delivery of service to the stakeholders and as per terms of reference. - All grant closure processes are well executed and documented. |
| Jobholder is accountable for | Jobholder is successful when |
|---|---|
| KRA#2: 20% Budget preparation, monitoring, and financial activities - Support the PFLP Team (internal staff and external consultants) in monitoring the overall project budget and forecasts, including against the following specific areas: - Income and expenditure against Project plan or annual workplan and budgets - Outputs and outcomes including analysis of project expenditure provided to project management team. - Commitments and project executions - Project acquittals - Assist the PFLP Team in the preparation of timely multi-purpose project financial (numerical and narrative) reports for SPC and donors. Reports could include the following: - Actuals against budget - Preparation of financial (numerical and narrative) reports - Costed activity or outcomes against workplans. - Project executions - Cash management - Audit issues | - Project budgets are established in line with SPC and donor requirements. - The PFLP Team is well informed of budget execution for decision making. - Project financial and accounting procedures are established and operating. - Regular financial reporting provided on quarterly, biannual, and annual basis and any impromptu ad hoc requests from SPC, donor, steering committee or others. - Overall budget tracking is up-to-date in line with the approved budget and work plan and other agreed deliverables as per the signed agreement. - Monitoring of expenditure and project progress in line with SPC and donor policies and procedures. - Appropriate tools are developed to assist programme, division and external stakeholders to monitor progress. - Project acquittals up to date on a monthly basis and in line with SPC and donor reporting requirements. |
| KRA#3: 20% Project results reporting, audit, and compliance - Facilitate all preparations for any project audit and support any external review or evaluation on financial and grant matters. Liaise with auditors to provide required documentation in a timely manner. - Update systematically the electronic filing system covering all financial, procurement, and grant documents. - Ensure expenditures and reporting are compliant with applicable SPC policies and donor requirements and with grant contractual agreements. - Ensure all aspects of a project’s financial information, including accounting transactions, are accurately captured in the SPC financial system, with any discrepancies corrected in a timely manner. - Work closely with other divisional finance and procurement officers to provide training and capacity building to division staff on finance policies and processes. | - Audits conducted in an efficient manner with limited audit issues. - All project financial and grant information is maintained electronically in a secure and easy to access system. - All programme expenditures and grants are entered into and recorded in compliance with SPC policies and donor requirements. - Project team members and other relevant partners are informed and confident in the use of SPC financial procedures - FAME staff are guided in improving their understanding of SPC business rules and policy adherence. |
| Jobholder is accountable for | Jobholder is successful when |
|---|---|
| KRA#4: 15% Support to managers of teams and on provision of back-up for other Projects Officer roles and undertaking special projects - Facilitate all administration relating to staff travel, meetings, trainings, and field exercises. - Stand-in for- and/or liaise with other implementation support staff when required. - Undertake special projects or work streams as, and when, required. | - All travel arrangements and training logistics successfully done in line with the SPC's policies. - Financial management support provided to stakeholders is timely and well informed. - Business as usual continues, uninterrupted in the absence of implementation support staff. - Specific tasks delegated by FAME Finance Team leader or key personnel are |
| KRA#5: 15% Continuous improvement and business efficiency - Actively contribute to SPC corporate business improvement/change initiatives and reviews (processes etc.). This may include representation on working groups, testing teams, etc... - Ensure that implementation support aligns with SPC policies and procedures. | - FAME interests are represented on SPC-wide business improvement initiatives, including working groups, testing groups and contributions to organizational change projects. - Contribute to SPC-wide discussions on finance, procurement and grant policies. |
The above performance requirements are provided as a guide only. The precise performance measures for this job will need further discussion between the jobholder and supervisor as part of the performance development process.
Most Challenging Duties Typically Undertaken (Complexity):
- Compliance with SPC and donor financial management, procurement and reporting procedures
- Providing sound and timely technical advice on Projects finances, procurement, and administration requirements
- Ensuring reports and documentation are submitted and reviewed in a timely and efficient manner
- Working across multiple agencies and multi-funded projects
Functional Relationships & Relationship Skills:
| Key internal and/or external contacts | Nature of the contact most typical |
|---|---|
| External: - Pacific countries –all SPC members - Regional development partners and donors - Auditors - Suppliers/Vendors - Member Country Finance Staff - NGOs/ CROP Agencies - Contractors and consultants | - Information sharing and disseminating official correspondence. - Courtesy, providing and receiving information, explaining things to people, clarifying donor / work requirements - Logistics and event management - Administrative and procurement work - Preparing reports and supporting documentation. - Explaining, providing information especially relating to finance and procurement - Interacting, gaining assistance, resolving minor conflicts |
| Internal - FAME Staff - PFLP Team - FAME Finance team - SPC Noumea / Suva Staff - SPC Central Finance, Travel, Procurement, Grants, Legal, HR, ICT, Administration units | - Maintaining close coordination with the PFLP Team and implementing partners. - Teamwork, collaborating, receiving, and providing administrative input. - Courtesy, giving and receiving information, explaining processes, and clarifying needs. - Interacting, gaining assistance, resolving minor conflicts - Liaising, facilitating, and arranging financial, administrative and travel items. - Work planning and training. - Organising internal workshops and meetings, including financial, administrative and procurement work. |
Level of Delegation:
Routine Expenditure Budget: EUR 0.
Budget Sign off Authority without requiring approval from direct supervisor: EUR 0.
Personal Specification:
This section is designed to capture the expertise required for the role at the 100% fully effective level. (This does not necessarily reflect what the current position holder has.) This may be a combination of knowledge / experience, qualifications or equivalent level of learning through experience or key skills, attributes or job specific competencies.
Qualifications
| Essential: | Desirable: |
|---|---|
| - Degree in a relevant field such as accounting, financial management or business administration or equivalent body of knowledge and experience. |
Knowledge / Experience
| Essential: | Desirable: |
|---|---|
| - At least 4-5 years of experience in Projects finance, procurement, administration. - Demonstrated experience in financial audit administration. - Sound experience in logistics management inclusive of travel for workshops and training programs. - Demonstrated experience managing budgets with a good understanding of performance and planning processes. - Demonstrated capacity to interact with various stakeholders and facilitate linkages. - Good communication skills, including written English and the ability to write for and to a variety of stakeholder groups. | - Good working knowledge of the Pacific and SPC administrative systems - Ability to work under minimum supervision - Good team player - Experience in regional and international organization will be an added advantage - Good command of French |
Key Skills / Attributes / Job Specific Competencies
The following levels would typically be expected for the 100% fully effective level (note, some will not be expected on commencement):
| Expert level | - Applying procurement and granting policy and procedures - Budget and administration skills - Microsoft Office suite - Organisational skills |
|---|---|
| Advanced level | - SPC policies and procedures - Projects management - Provision of advice to project team leaders |
| Working Knowledge | - Familiarity with technical terms and methods planning monitoring, evaluation, and learning |
| Awareness | - Development effectiveness, French |
Key Behaviours
All employees are measured against the following *Key Behaviours** as part of Performance Development:*
- Change and Innovation
- Interpersonal Skills
- Teamwork
- Promotion of Equity and Equality
- Judgement
Personal Attributes
- Embodies cultural and gender equity
- Proactively canvassing for situations to solve before they become problems
- Strong customer focus and continuous improvement mindset
- Highly motivated and committed to teamwork
- Analytical and solutions oriented
- High work standards, good work ethic and positive attitude to work
- Performs well under pressure and strongly committed to work
- Positive attitude, excellent interpersonal skills, well organised, dependable and honest
Change to Job Description:
From time to time, it may be necessary to consider changes in the job description in response to the changing nature of the work environment – including technological requirements or statutory changes. Such a change may be initiated as necessary by SPC. This Job Description may also be reviewed as part of the preparation for performance planning for the annual performance cycle.