November 28, 2023

Procurement and Travel Manager

14/01/2024
  • Deadline: 14/01/2024
  • Location: Suva, Fiji
  • Organization: Pacific Community (SPC)
  • Salary: FJD $ $126,192 - $157,752
Full Time
The Pacific Community (SPC) is the principal scientific and technical organisation in the Pacific region, supporting development since 1947. We are an international development organisation owned and governed by our 27 country and territory members. In pursuit of sustainable development to benefit Pacific people, our organisation works across more than 25 sectors. We are known for our knowledge and innovation in such areas as fisheries science, public health, geoscience, and conservation of plant genetic resources for food and agriculture.
The Operations and Management Directorate (OMD) provides corporate services to all SPC Divisions and Programmes. It consists of the following key departments: Finance, Procurement/Travel/Grants/Collaborations, Human Resources and Information Services. OMD is focused on improving the effectiveness of systems, policies and management to provide high-quality customer-oriented services.
The role – Procurement and Travel Manager will lead the Procurement and Travel Team in providing high quality advice and service for procurement and travel activities; to provide expert and specialist advice to influence the strategic direction of SPC’s procurement and travel activities; to strengthen internal understanding and capabilities of SPC staff in procurement and travel processes; and to drive procurement and travel improvements as part of the ‘One OMD’ workplan, with a particular focus on improvements in processes, procedures and systems and building excellent relationships internally and externally.
The key responsibilities of the role include:
Leadership, Management and Operations: procurement and travel
• Lead SPC’s procurement and travel functions to deliver high quality customer service advice.
• Provide harmonized and consistent service across SPC to the agreed service standards and in accordance with SPC’s Procurement Policy and Travel Policy.
• Lead on organization-wide procurement and travel planning, including strategic planning.
• Lead on the management of organization-wide procurement and travel risk management.
Advice
• Provide advice to influence the strategic direction of SPC’s procurement processes.
• Provide advice to decision-makers on complex procurement and travel issues (contracts, exceptions, protests, management of COI etc.).
• Lead recommendations on policy and process updates.
Management of staff
• Manage procurement and travel staff and resources.
• Lead SPC’s training plan for procurement and travel activities.
Stakeholder relationship management
• Build robust collaborative relationships with senior staff across OMD and SPC.
• Ensure excellent communication with key stakeholders and build strong relationships.
• Provide leadership on internal and external stakeholder relationship management.
Systems and processes
• In collaboration with OMD Management, and with participation of key stakeholders (e.g., divisions) drive procurement and travel improvements as part of the one OMD workplan, with a particular focus on improvements in processes, procedures and systems.
• Harmonize processes, systems and procedures across all SPC locations for procurement and travel.
For a more detailed account of the key responsibilities, please refer to the online job description.
Key selection criteria
Qualifications
• Advanced university degree (Master’s degree or equivalent) in a related field (or equivalent experience).
Technical expertise
• At least 10 years’ experience managing a team, providing advice on procurement matters in a public sector environment.
• Excellent verbal and written communication and negotiation skills.
• Excellent analytical skills.
Language skills
• Excellent English communication skills (oral and written) with a working knowledge of French being an advantage.
Interpersonal skills and cultural awareness
• Ability to work in a multicultural, inclusive and equitable environment.
Salary, terms and conditions
Contract Duration – 3 years – subject to renewal depending on funding and performance.
Remuneration – The Procurement and Travel Manager is a band 12 position in SPC’s 2023 salary scale, with a starting salary range of 3,565‒4,456 SDR (special drawing rights) per month, which currently converts to approximately FJD 10,516–13,146 (USD 4,777–5,971; EUR 4,525–5,657). An offer of appointment for an initial contract will normally be made in the lower half of this range, with due consideration given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews. Remuneration of expatriate SPC staff members is not subject to income tax in Fiji; Fiji nationals employed by SPC in Fiji will be subject to income tax.
Benefits for international employees based in Fiji – SPC provides a housing allowance of FJD 1,350–3,000 per month. Establishment and repatriation grant, removal expenses, airfares, home leave travel, health and life and disability insurances and education allowances are available for eligible employees and their eligible dependents. Employees are entitled to 25 working days of annual leave per annum and other types of leave, and access to SPC’s Provident Fund (contributing 8% of salary, to which SPC adds a matching contribution).
Languages – SPC’s working languages are English and French.
Recruitment principles – SPC’s recruitment is based on merit and fairness, and candidates are competing in a selection process that is fair, transparent, and non-discriminatory. SPC is an equal-opportunity employer, and is committed to cultural and gender diversity, including bilingualism, and will seek to attract and appoint candidates who respect these values. Due attention is given to gender equity and the maintenance of strong representation from Pacific Island professionals. If two interviewed candidates are ranked equal by the selection panel, preference will be given to the Pacific Islander. Applicants will be assured of complete confidentiality in line with SPC’s Privacy Policy.

How to apply:

Application procedure

Closing Date: 14 January 2024 at 11:59pm (Fiji time)
Job Reference: MC000096

Applicants must apply online at http://careers.spc.int/
Hard copies of applications will not be accepted.
For your application to be considered, you must provide us with:
• an updated resume with contact details for three professional referees
• a cover letter detailing your skills, experience and interest in this position
• responses to all screening questions

Your application will be considered incomplete and will not be reviewed at shortlisting stage if all the above documents are not provided. Applicants should not attach copies of qualifications or letters of reference. Please ensure your documents are in Microsoft Word or Adobe PDF format.

For international staff in Fiji, only one foreign national per family can be employed with an entity operating in Fiji at any one given time. SPC may assist on a case-by-case basis with submissions to Fiji Ministry of Foreign Affairs for their consideration and final approval. SPC cannot and does not make any guarantee whatsoever of approval for such applications to Fiji Ministry of Foreign Affairs and where an application is approved, the spouse or partner will subject to such terms and conditions as may be set from time to time by the Ministry.

SPC does not charge a fee to consider your application and will never ask for your banking or financial information during the recruitment process.

Screening Questions (maximum of 2,000 characters per question):

1. Describe a situation where you identified inefficiencies in the procurement and/or travel management processes. What steps did you take to improve these processes, and what were the outcomes?
2. Briefly describe how you would implement procurement strategies to ensure internal customer satisfaction and optimize cost savings, while maintaining high-quality standards?
3. How would you approach continuous improvement in this role?