Administrative Officer

Closing on: Jul 19, 2024

Job Title Administrative Officer
Project Name Pasifika WE-Guardians – Women Entrepreneurs as Guardians of Island Adaptation and Nature-based Business Solutions
Job type Regular, full-time employee
Location of Position Suva, Fiji
Reporting to Field Manager
Remuneration Competitive, in line with market rates.
Indicative LOE/Time Frame July 30, 2024-March 31, 2028, with possibility for up to a 12-month extension, contingent on donor funding.
Citizenship Fijian
Language Requirements Excellent command of English and Fijian, both written and verbal
Application Deadline July 19, 2024

Application Instructions:

  1. A cover letter is mandatory to be considered. Cover letters should effectively align your skills and experiences with the specific job responsibilities outlined in the position’s description, demonstrating your aptitude and enthusiasm for the role, your daily fee and current availability.
  2. Click the “Apply now” link to upload your cover letter and CV (Curriculum Vitae).
  3. Only successful candidates will be contacted. No phone calls please.

Alinea is an international development consultancy providing technical and management expertise that helps people improve their lives. We work with governments, investors, companies, and communities to create lasting change. With nearly 40 years of experience, Alinea has successfully delivered more than 1000 projects worldwide.

Alinea International does not charge a fee at any stage of the recruitment and hiring process. All offers of employment or job opportunities with Alinea International that include any form of a request for payment of fees or collect information on bank accounts are fraudulent. Any requests for such payment or information should be refused and reported to your local law enforcement authorities for appropriate action and to Alinea International.

At Alinea International we value diversity, equity, inclusivity, accessibility and belonging in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.

Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.

Project Description:
Pacifika WE-Guardians seeks to enhance the climate resilience of nature-based businesses led/owned by women, especially women of Indigenous heritage (WoIH) to climate change amplified extreme weather events in climate-vulnerable rural areas of Fiji, Samoa and Tuvalu.

The Role
Key Responsibilities
The Administrative officer will support the Field Manager (FM) by providing administrative support across the office functions of administration, human resources, finance and safety and security.
In the Human Resource (HR) area, the administrative officer will support HR systems including HR policies; recruitment and selection; salary and benefit administration; performance management; and training and development.

In the Administrative and Logistics area, the administrative officer will support functions including procurement and maintenance of assets, equipment and supplies; safety and security systems for both staff and assets; administrative support to the project team and field offices; supporting for logistics, booking and travel arrangements and assisting the field manager in developing and maintaining local and governmental contacts.

In the Finance area, the administrative officer will manage the office petty cash and support bank transfers, and ensure procurement logs and asset registries are up to date.

Financial duties will include, but not be limited to:

  • Providing current local data on costs of goods and services in project areas
  • Supporting the Finance Coordinator to complete banking transfers, advance requests and petty cash counts.
  • Maintain detailed financial filing system
  • Ensure adherence to internal controls and procedures, and compliance with Alinea’s financial management procedures and requirements; liaise and cooperate with external auditors, if needed.

Human resource duties and responsibilities will include, but not be limited to, the following:

  • Coordination of staff annual leave plans, calculations and processing of accumulated staff leave including monitoring of absences, sickness, annual vacation and statutory holidays for project staff and short-term consultants.
  • Each month, oversee the timely completion, collection and e-transmission (to head office) of timesheets for all Fiji consultants or employees.
  • Maintain an electronic record of all local staff and monitoring , safeguarding the confidentiality of all personal and contact information of each employee.
  • Maintaining, and updating TORs for consultants; and maintaining a database of subcontractors and CVs for potential consultants, suppliers and employees.
  • Support management in interviews and hiring process as needed.
  • Coordinating Alinea’s Due Diligence process for all Consultants, employees and sub-contractors working with the project.
  • Adhere to a whistle-blowing policy and support anti-corruption and good financial habits in the workplace
  • Support the safety and security functions including supporting the development of a Field Security Manual with support from Alinea HQ; monitoring staff travel; and providing logistical and security support to project staff, volunteers and partners during project events.
  • Assist the Field Manager in contracting firms and/or individuals for providing necessary services and/or products needed for achieving project objectives and manage contracts of the same.

Administrative and logistics duties and responsibilities will include, but not be limited to, the following:

  • Make arrangements with travel agents and hotels for domestic travel.
  • Ensure a “Value for Money” analysis is applied to procurement and purchases associated with the project.
  • Adhere to policies for procurement purchases, tracking and disposal in coordination with the Canadian Project Coordinator.
  • Monitoring day-to-day office operations including maintenance of office premises, procurement and insurance of equipment, updating of procurement logs and files, and general oversight of all project assets.
  • Ensure compliance with Government of Fiji administrative requirements of projects
  • Manage all correspondence related to administration and finance;
  • Maintain and keep good records of all procurement files and hand-over certificates for audit purposes.
  • Provide support to prepare annual and quarterly work plans and reports in consultation with the Project Director or Canadian Project Coordinator.
  • Any other relevant tasks as requested by the Field Manager or Project Director.

Required Qualifications:

  • Minimum 3 years’ experience in Admin & HR Field
  • Excellent organizational, leadership and management skills
  • Proficient in computing (word, excel, PPT)
  • Fluency in both written and spoken English and Fijian. Knowledge of other regional languages is an asset.
  • Ability to work under pressure and adapt to situations as required due to changes on the ground
  • Ability to travel if needed 2-3x per year for field related events.
  • Ability to negotiate with different persons having different agendas.
  • Ability to assess security hazards and problem-solving skills.
  • Ability to work with little supervision, good organizational and management skills
Job Categories: Active Projects
Job Types: Contract
Job Locations: Fiji
Job Sectors: Management