Fiji Program Support Platform (FPSP)

Locally Engaged Employee - commencing February 2025 to 31 December 2027, with possible 2-year extension. Base in Suva, Fiji

FPSP Overview:

FPSP, also referred to as the ‘Platform’, a Department of Foreign Affairs and Trade (DFAT) investment, will contribute to the delivery of Fiji’s national development priorities, in line with the Australia’s International Development Policy, the Fiji-Australia Vuvale Partnership and the Development Partnership Plan.  

The Platform will deliver key bilateral programs, such as health, education, scholarships, social infrastructure, governance, climate and emergency preparedness and response. Platform activities will identify and address climate risks, promote climate action, and gender equality, disability and social inclusion (GEDSI) across and beyond the sector programs. 

The Platform has three functional Outcomes:  

The Platform has delivered its sector program outcomes, including through supporting strategic coherence, planning, partnerships management, data and learning across the portfolio of investments.  The Platform has prioritised gender equality, disability-inclusive development, and climate and disaster resilience, in its systems and practices. This includes in how it undertakes sector programming and its engagement with selected Government of Fiji (GoF) agencies.  The Platform administers timely and efficient programming that is: value for money; maximises use of local supply chains; and supports good governance, and public diplomacy, effective decision making and risk management.

AFHP Overview:

The Fiji Program Support Platform (the Platform) implements over fifty percent of Australia’s bilateral development support to Fiji across a range of sector programs in education, health, Australia Awards, disaster response, cyclone recovery, social infrastructure and technical assistance to improve public sector governance in Fiji.   

The Platform integrates cross-cutting themes, including gender equality, disability and social inclusion (GEDSI), climate and disaster resilience, across sectoral programs. In particular, the Platform seeks to strengthen program outcomes by better addressing the needs of targeted beneficiaries including those who are often marginalised. 

The Australian Government is supporting Fiji’s health sector through the Australia Fiji Health Program (AFHP, the Program) working with the Ministry of Health and Medical Services (MHMS). 

The program’s high-level End of Program Outcomes (EOPOs) are: 

Improved systems are used by MHMS and health workers for evidence-based planning and resource allocation (workforce and budget), clinical care, digital health and medical supply chains; and  Targeted healthcare facilities equitably deliver improved primary health services, with a focus on sexual and reproductive health and rights (SRHR) and non-communicable disease (NCD) services. 

The funding for the program is approximately AUD 45million over 9 years (5 years, with an option to extend a further 4 years) and delivered through a range of activities (interventions) to achieve the program’s objectives where implementation modalities include technical advice, procurement of technical services and goods, minor works and infrastructure upgrades, capacity building and training support, support to Ministry led initiatives and innovations, and grants to civil society organisations (CSOs). 

AFHP is designed to support the MHMS achieve the goals and objectives in its Strategic Plan and Annual Operational Plans, and AFHP’s workplans are targeted to support specific components of the Ministry’s plans. 

Recent natural disasters such as cyclones, and public health emergencies in Fiji including COVID-19 have highlighted major challenges for pandemic preparedness and response during epidemics and other health emergencies. In this context, around 10% of program funding will be allocated for MHMS to assign to emerging needs and priorities as they arise. Funding may be allocated toward preparedness and responses to public health emergencies, or related opportunities for reform and innovation. 

Position Summary: 

The Finance Coordinator, Health is responsible for providing quality finance services to support the AFHP team and will working closely with the Program Manager, Health, the Finance Officer, Health, the broader Program team and the Platform Management Unit, especially the Platform Finance team. The Finance Coordinator, Health will administer and arrange approved payments for the AFHP Team, ensure the AFHP financial activities are undertaken in accordance with the company’s latest Finance & Operations Manual and with relevant legislation, standards, policies and procedures and will accurately report expenditures and forecasts against budgets. 

Key Responsibilities: 

Financial management, budgeting, forecasting and reporting

Support with the preparation and maintenance of the Annual Work Plan budget for the Program.  Coordinate the monthly process to report actual costs and update for the Program’s expenditure forecast according to the latest progress in the implementation of activities and working with the Team Leader and program staff.  Ensure all expenditure commitments are made only on approved Annual Work Plan budget activities and to seek DFAT approval for any variations Prepare weekly estimates of expenditure for the Program to feed into the Platform’s cashflow forecast and financial summary reports. Contribute to six-monthly and annual financial reports.  Prepare other ad-hoc activity budgets and financial reports when required by the Program Work with the Platform Management Unit to identify and implement areas for improvement in financial and operational processes. 

Petty cash, payments, accounting

Manage the Petty Cash system, including cash management, approval processing and cash disbursements  In collaboration with the Finance Manager ensure the Charts of Accounts for activities are correctly aligned to the Annual Workplan budget to facilitate accurate expenditure management and financial reporting  Verify, seek appropriate approvals for, and quality assure all financial supporting documentation, i.e. quotations, pro forma invoices, purchase orders and correspondence. Work with the Platform Management Unit’s Finance Team to verify transactions for the AFHP as listed on Platform Transaction Reports.  Complete payment processing in NetSuite ensuring the correct coding of all transactions in accordance with the Chart of Accounts Oversee and maintain various financial registers and trackers and filing for Value Added Tax (VAT) and provisional income tax. Conduct financial quality assurance processes and reporting for grant payment acquittals as required.

Procurement

Collaborate with the AFHP’s Program Support Team and the PMU Procurement Team to support AFHP’s procurement activities and support financial processes for procurement, including:  Seeking quotations, quote evaluations and preparation of Purchase Orders  Assisting with the preparation of scope of services/TOR through the applicable methodology (RTQ, RTF, EOI).  Development of approach to market documentation and publication of procurement opportunities.  Evaluation of offers by conducting tender assessment panels and the preparation of procurement reports. Contract negotiations and finalisation of contracts particularly for the financial/pricing schedules.  Processing payments for contracts/purchase orders.  

Other 

Compile Supply Chain PERFORMS data for AFHP. Support Advisers and other team members to understand the AFHP’s and Platform’s financial processes and where needed, coach on appropriate use of templates, forms and financial processes.  Ensure reporting of all risk and any suspected fraud. Undertake additional duties as may be reasonably required by the Team Leader and Program Manager, Health.

Key Working Relationships: 

Reporting to the Program Manager, Health  Accountable to the Team Leader, Health.  Secondary reporting line to the Platform Management Unti Finance Manager.  The position will work closely with the broader AFHP team and the Platform Management Unit, particularly the Share Services Hub.

Selection Criteria: 

Qualifications

A bachelor’s degree in finance, accounting, commerce or management is essential. Postgraduate qualifications in business or commerce are highly desirable.

Experience

Minimum five years’ experience managing finance and procurement activities.  Experience with complex procurements, including large tenders (>AUD 100,000) and international procurements.  Experience dealing with multiple clients and working under pressure.  Prior experience working successfully for international organisations or donors is preferred

Skills and Knowledge 

Well-developed computing skills and experience in Microsoft Office applications, particularly Excel and Word.  Strong knowledge of accounting and fraud prevention procedures.   Good understanding of DFAT and Government of Fiji (GoF) financial procedures is desirable. 

Personal Attributes 

Self-motivated, well organised, skilled at multi-tasking and high-level of initiative with the ability to work effectively individually or as part of a team. Good interpersonal skills.  Cultural sensitivity and experience working within teams of persons from different cultures.  Commitment and capacity to maintain high standards and pay attention to detail.  Ability to provide support to others. Ability to allocate and review priorities and to meet deadlines.

How to apply: 

Applications close on Sunday 26 January 2025 at midday.   

Please apply online by submitting a cover letter addressing how you meet the requirements of this role and up-to-date comprehensive CV.  

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