Program Support Officer, Education - Australia Fiji Education Fiji Program

Abt Global · Suva

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Fiji Program Support Platform (FPSP)

• Locally Engaged Personnel - 15 Months with possible extension
• Reserved for Fiji Nationals only  
• Based in Suva, Fiji
• Please apply online by submitting a cover letter addressing how you meet the selection criteria of this role and up-to-date comprehensive CV.

Program Overview:    

The Fiji Program Support Platform (FPSP or the ‘Platform’) is a Department of Foreign Affairs and Trade (DFAT) investment that contributes 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 delivers key bilateral programs, such as health, education, scholarships, social infrastructure, governance, climate and emergency preparedness and response. Platform activities 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: 

1. The Platform has delivered its sector program outcomes, including through supporting strategic coherence, planning, partnerships management, data and learning across the portfolio of investments.
2. 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.
3. 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.

AFEP Overview:

The Australian Government is supporting Fiji’s education sector through the Australia Fiji Education Program (AFEP, the Program) working with the Ministry of Education (MoE). 

The objective of the AFEP is “to work with the Government of Fiji under the Vuvale Partnership to catalyse quality education delivery for all Fijian children”. 

The changes expected by the end of the five-year program are: 

• EOPO 1: Schools, particularly trial schools, have improved student literacy and numeracy outcomes, supported by enabling policies, plans and data from the Ministry of Education. 
• EOPO 2: Heads of schools and teachers, supported by enabling policies and data from the Ministry of Education, provide a safe, resilient and inclusive learning environment for all students, particularly in trial schools. 

Four intermediate outcomes will provide pathways to meet these end of program outcomes in priority areas, like implementation of the revised literacy and numeracy curriculum in primary and secondary schools, professional development interventions, analysis and improvement of the Fiji Education Management Information System (FEMIS), as well as GEDSI and student wellbeing.  

The funding for the program is approximately AUD45 million over 9 years (5 years, with an option to extend for a further 4 years) and delivered through a range of activities to achieve the program’s objectives. 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). 

Position Summary: 

The Program Support Officer – Education will provide support to implement AFEP activities in partnership with MoE to achieve its goal and objectives, demonstrating high-quality results and sustainable impact.

The position will proactively build and maintain key relationships with MoE officers at an operational level to facilitate a close working relationship between the program and the Ministry to support the effective delivery of the program. The position may require time working inside MoE when needed to build and maintain the relationships. 

Key Responsibilities:

• Support the Team Leader - Education and the program technical team to engage with MoE to liaise effectively with the Ministry during program activity implementation to ensure progress is according to work-plans and results are maximised.
• Supporting the TL, work closely with the AFEP technical team and MoE staff to ensure alignment of government and program policies and protocols in relation to operational activities.  
• Support the Finance & Operations Coordinator when needed to provide finance, procurement and administration support for the program for activities and events.
• Coordinate logistics for staff travel arrangements, including flights, accommodation, travel advances and support employees in preparing the staff travel request form.
• Coordinate logistics for training sessions, including venue selection, scheduling, equipment setup, catering arrangements and allowance payments
• Raise purchase orders (POs) accurately and promptly in accordance with organisational policies and procedures and follow up on tax invoices in a timely manner
• Manage monthly coaches allowance acquittal.
• Coordinate contract administrative activities, including contract establishment, renewals, variations, close-out documentation, conduct risk assessments in Partner Portal and other supplier performance.
• Prepare quote evaluations for minor and major procurement items in accordance with organizational policies and procedures.
• Prepare and coordinate Activity Planning Budget (APRs) with program managers, ensure effective implementation, monitor implementation and highlight any risk or delays to Team Leader.
• Coordinate effective program events, functions and workshops drawing on the support of the Administration Officer and, when needed, the Platform Management Unit (PMU).
• Manage and maintain the program's file management system and provide guidance to program team members on the program's file management protocols.
• Support recruitment processes by coordinating advertising and interview arrangements and assisting with onboarding of new employees.  
• Undertake ad hoc tasks and projects as assigned by supervisors to contribute to the overall efficiency of the organisation.
• Provide other daily administrative support where required.
• Participate in Platform level working groups as a representative of the program, when requested.
• Other duties as requested by Team Leader and Finance Coordinator – Education

Key Deliverables:

• Support the program activities across all AFEP workstreams and contribute to the effective implementation of the program in the areas of administration, finance, procurement, human resource and operational logistics
• Be responsive to stakeholder needs
• Provide timely, high-quality support for finance, events, logistics.

Key Working Relationships:

Reporting to:

• Finance & Operations Coordinator – Education

Other:

• AFEP Team Leader
• AFEP Activity Program Managers 

Selection Criteria:

Qualifications

• Degree qualification related to Finance, Project Management or another relevant field.

Skills & Experience

Essential

• Minimum 3 years’ experience in Project Management.
• Demonstrated experience in supporting program activities.
• Demonstrated experience in administration, management and maintaining quality systems and records management.
• Demonstrated experience in administrative roles, preferably with exposure to finance or travel support functions.
• Demonstrated experience in organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Demonstrated understanding and experience using MS Office is essential.
• Demonstrated knowledge of Government of Fiji systems and protocol in relation to operational activities, approval processes.
• Ability to think analytically and systematically in preparing reports according to the activity outputs.
• Ability to work independently in a flexible and diverse team environment.
• Ability to work collaboratively and respond flexibly to changed circumstances and priorities.

Desirable

• Demonstrated ability to communicate with persons of various cultures and disciplines representing a range of client organisations, stakeholder agencies and government departments. 

How to Apply:

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