Finance and Logistics Officer

Terms of Reference
Reports to: Finance and Administration Manager

Location: Suva, Fiji. Some regional travel may be required

Duration: From July 2018
ARF Classification: Not applicable

Overview of Role
The Finance and Logistics Officer supports the Finance and Administration Manager and other
team members in financial, logistical and administrative activities to ensure efficiency of the Support
Unit and support the implementation of activities. A large component of this role will be to coordinate
events and travel, including preparation of documentation and resources.

Program Background
Pacific Women Shaping Pacific Development (Pacific Women) was announced by the Australian
Government at the Pacific Island Forum Leaders’ meeting in August 2012. It commits up to
$320 million over 10 years in 14 Pacific Islands Forum member countries.
The program aims to improve opportunities for the political, economic and social advancement of
Pacific women. Pacific Women will support countries to meet the commitments they made in the 2012
Pacific Leaders Gender Equality Declaration (PLGED). The intended outcomes sought by Pacific
Women are:
1. Women, and women’s interests, are increasingly and effectively represented and visible
through leadership at all levels of decision-making.
2. Women have expanded economic opportunities to earn an income and accumulate economic
assets.
3. Violence against women is reduced and survivors of violence have access to support services
and to justice.
4. Women in the Pacific will have a stronger sense of their own agency, supported by a changing
legal and social environment and through increased access to the services they need.
Pacific Women is implemented by Australia’s Department of Foreign Affairs and Trade (DFAT) and
works with a wide range of implementing partners, including the 14 partner governments, multilateral
organisations, international and national NGOs, civil society organisations, and DFAT country posts.
The Pacific Women Support Unit provides the program with logistical, technical and administrative
support and is located in Suva, Fiji, with a sub-office in Port Moresby, Papua New Guinea (PNG).

Terms of Reference – Pacific Women Finance and Logistics Officer 1

Purpose of the Role
The Finance and Logistics Officer will deliver high quality financial and logistical financial support to the Pacific
Women Support Unit team. This requires an ability to work in all of these areas with initiative, efficiency and
commitment to service, whilst building strong and respectful relationships with clients and stakeholders.

Roles and Responsibilities

Logistics

▪ Coordinate travel arrangements for Pacific Women Support Unit staff and consultants, including booking
accommodation and flights, calculating living allowance payments, and arranging visas.
▪ Develop and maintain travel/movements calendar to track location of all Pacific Women Support Unit
team members.
▪ Coordinate logistics and stakeholder participation for Pacific Women events (e.g. Advisory Board
meetings, PMC Meetings, Gender Focal Point Workshops, leadership dialogue series, training
workshops) including travel arrangements for participants, venue selection and preparation, catering,
participant liaison, and preparation of resource materials.
▪ Negotiate with travel service providers (e.g. travel agents, hotels) to ensure value for money.
▪ Maintain and update preferred travel service providers/other vendors list

Finance
▪ Initiate procurement of goods and services with vendors, following all relevant procurement processes
and other Pacific Women and Cardno procedures.
▪ Monitor and liaise with vendors/service providers to ensure all payments and invoicing program cash
flow and budgeting information is current and accurate.
▪ Manage the Support Unit Petty Cash Fund, petty cash transaction payments and reconciliations
▪ Prepare payments / cheque requisitions for all suppliers and consultants
▪ Assist in the preparation of monthly fund requests for Support Unit Operations
▪ Assist in the preparation and tracking of Pacific Women events budget and actual/up to date spending
▪ Maintain financial records and filing systems
▪ Assist with program finance operations when required.

Administration
▪ Work with Administration Assistant/Receptionist in maintaining office facilities in good order, including
negotiating with property maintenance services.
▪ Develop and maintain databases of Pacific Women client, stakeholder and vendor contacts (organised
by country, organisation and individuals), technical advisory and consultant contact lists, and others as
needed.
▪ Assist in maintaining accurate and up-to-date electronic and manual filing systems.

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▪ Work with FAM and OAO in maintaining financial management procedures and contribute to continuous
improvement of systems
▪ Perform other operational and finance administration duties as directed by the Finance and
Administration Manager.

Essential Criteria
▪ At least 5 years experience working in a similar role, preferably for a regional program or donor-funded
activity.
▪ Experience in financial and logistics support.
▪ Strong written and spoken English language skills.
▪ High level of computing skills with experience in word processing, spread sheets, and databases.
▪ Excellent interpersonal and communication skills and experience in liaising with a range of partners,
stakeholders and vendors.
▪ Demonstrated ability to work collaboratively and effectively at a range of administrative levels in a cross-
cultural setting.
▪ Enthusiasm and ability to work as part of a team, while being able to work independently.

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