Fiji Program Support Platform Program Overview: 

The Fiji Program Support Platform (FPSP, or the ‘Platform’) is a Department of Foreign Affairs and Trade (DFAT) investment that will contribute to the delivery of Fiji’s national development priorities, in line with the Vuvale Partnership and the Development Partnership Plan. 

The Platform will deliver key bilateral programs, such as health, education, scholarships, social infrastructure, governance and emergency preparedness and response. Platform activities will 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 and 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 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.

Position Summary: 

The Operations Lead is responsible for the effective delivery of FPSP through ensuring all operational aspects are established and implemented effectively and efficiently, utilising the Shared Services Hub as a mechanism to provide integrated support and ensuring operational processes are continually developed and improved. The Operations Lead forms part of the FPSP Senior Leadership Team and will ensure operations functions and individuals integrate and work collaboratively across the Platform. 

Key Responsibilities: 

Financial Management 

In consultation with the Platform Finance Manager and Platform Leader, prepare FPSP budget and expenditure reports and ensure reporting to DFAT and other stakeholders as required.  Prepare accurate budgets, forecasts and variance reports in line with corporate and project requirements.   Oversee financial analysis of the FPSP budget and support the Finance Manager with DFAT monthly client Finance Forums.  Provide timely update on financials, grants payment and reimbursable cash flow projections.    Ensure fraud prevention controls in place, and ensure fraud is reported when it does occur in accordance with Head Contract requirements.  Oversee and/or manage FPSP procurement processes in accordance with Abt Policy, DFAT policy and Head Contract guidelines  Ensure all program activities and procurement processes demonstrate a Value for Money (VfM) approach based on clear and understood benchmarks and performance standards and follow the Commonwealth Procurement Rules (CPRs).  Liaise with the shared services teams to ensure that program assets are being appropriately registered. 

Contracts & Grants Management 

Liaise with the Procurement Specialist to ensure timely and effective development and management of all contracts and grants in accordance with DFAT and Abt processes including the CPRs and Commonwealth Grants Guidelines.  Liaise with the Safeguarding Specialist to ensure Abt Global’s partner risk and compliance management portal – Partner Portal is utilised as per Abt procedures to manage compliance of all partners, sub-contractors and suppliers.    Provide advice to DFAT in relation to grant proposals by grantees as requested.  Respond to DFAT queries in relation to contracts and grant management and grantees. 

Human Resources 

Oversee and support the Human Resources Manager on the end-to-end HR life cycle of Platform staff in accordance with Abt Corporate and DFAT policies  Provide responsive support to stakeholders as requested in the recruitment of personnel for sector programs.  

Logistics, Operations and Security 

Build a network and register of local suppliers, including small and medium-sized enterprises (SMEs), women/minority owned businesses, and those owned by/employing people with disabilities  Establish local supply chains to maximise local participation in program procurement and support the program in reaching its localisation targets.   Provide oversight on FPSP operations and assets in Suva and regionally.  Manage safety and security provisions in country ensuring the wellbeing of all personnel through the development and implementation of the FPSP Security Plan.  Oversee and manage the coordination of all missions, reviews, evaluations, technical working groups and conferences, as tasked.  Oversee the coordination of all travel for the Platform as required.  Support the Platform and Programs on relevant service agreements for the delivery of all centralised services, including for example, fleet management, ICT, security and transport. 

Risk Management and Compliance  

Review and approve as required safeguarding, fraud and corruption activity risk assessments for partners, sub-contractors and suppliers.     Review and approve corrective action plans developed to manage compliance requirements as appropriate for risk management.   Support the Safeguarding Specialist, to run safeguarding, fraud and corruption control trainings with partners.   Provide supervision of subcontractors and grantees to decrease risks associated with noncompliance and fraud. 

Gender Equality, Disability and Social Inclusion (GEDSI) Mainstreaming 

As required, support the GEDSI and Safeguarding Manager to operationalise the overarching Safeguarding Strategy for the Platform.  As required, support the Safeguarding Team to develop and implement the Preventing Sexual Exploitation, Abuse and Harassment (PSEAH) Implementation Plan, detailing how it proposed to implement DFAT’s PSEAH Policy.  As required, support the Safeguarding Team to develop a Child Protection Assessment and Management Plan to assess child protection risks and plan to minimise the risks and prevention measures including in downstream activities with sub-contracts, in accordance with DFAT’s PSEAH Policy.   Demonstrate leadership support for the implementation of key diversity and inclusion policies, including:  Gender Equality Policy.  Respect at Work Policy.  Flexible Work Policy.  Paid Parental Leave Policy.  Compensation Policy.  Leave Policy.  Continuous Improvement: Monitor evidence of what works to promote greater gender equity and social inclusion and ensure evidence translated into changes in implementation. 

General Program Management and Corporate Responsibilities 

Provide support to the Platform Leader to ensure the Contractor’s contractual responsibilities are met in supporting the Platform through the implementation of activities in a timely manner, within budget framework and according to DFAT and Abt policies and procedures  Coordinate and report against progress, including contributing to the completion of all program reporting requirements and identification of remedial actions where necessary  Establish and maintain a robust risk management framework that ensures both compliance and strategic risks are identified and managed and support implementation by partnerships  Effectively track and manage key program milestones and risks, in accordance with the head contract and operational requirements  Contribute to quality improvement and monitoring, evaluation and learning of FPSP.  Review, update and maintain the Operations Manual, Security Management Plan and other program documentation related Workplace Health and Safety and Security and ensure that commitments and procedures made within are well socialised and adhered to by the Program and sector program teams.  

General 

Provide leadership and staff supervision of the HR, Procurement, Finance, ICT and Operations Shared Services Teams including relevant Performance Reviews, capacity building of staff and managing timesheet approvals and leave applications.  Other duties as requested by the Platform Leader. 

Key Deliverables:  

General 

Strong stakeholder relationships established with FPSP Hubs and Program partners.  Robust and effective operations systems and processes in place that enable the delivery of high quality, responsive and flexible programming  Delivery and maintenance of a corporate and programmatic risk management framework to ensure all corporate and programmatic risk and fraud issues are proactively identified, reported and managed following corporate and DFAT policies and procedures  Operations Manual regularly reviewed, updated and socialised across the team.  Effective management of the operations team and relationships with other Hubs, sector programs and Brisbane Corporate Team. 

Senior Leadership Team Deliverables: 

High level of responsiveness to AHC issues and requests measured by Program receiving a Partner Performance Rating of 5 or above.  Quality reporting, milestones, deliverables and KPIs are submitted on time and meet internal (Abt) and external (DFAT) requirements.  Program is delivered on time and within budget and value for money principles drive all Program resourcing decisions.  Build and maintain open, productive and outcome-oriented relationships with key internal and external stakeholders including AHC. This will be measured.  Innovative approaches to the delivery of aid are actively pursed and incorporated into the delivery and design of the Program. 

Key Working Relationships: 

Platform Leader and Senior Management team.  Shared Services Team.  Abt Global Corporate Teams including but not limited to legal, contracting, finance, payroll, HR.  Key stakeholders from Clear Horizons, Talanoa and Ninti One.  FPSP Communities of Practice. 

Selection Criteria:  

A Degree in a relevant field such as economics, financial management, business and/or international development (desirable).  Substantial senior management experience and operational implementation of a DFAT funded program in a developing country context, preferably in the Pacific region.  Exceptional interpersonal skills and proven experience in relationship management with diverse stakeholders in a politically sensitive manner – including staff, donors, and program partners.  Ability to build effective teams, lead collaboration and cooperation and ensure program coherence.  Knowledge of GEDSI and Indigenous Participation and how to integrate within DFAT funded programs.  Familiarity with DFAT policies and processes, and program management approaches preferred.  Ability to think creatively, solve problems, deal with uncertainty and adapt showing good judgement and analysis.  Demonstrated ability to lead the operations function to meet obligations and timelines with quality written deliverables and processes.  Commitment to diversity and inclusion in the workplace.  Emotional intelligence and integrity. 

How to apply  

Applications close on 11 November 2024. 

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

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