PACIFIC ISLANDS REGIONAL OCEANSCAPE PROGRAM - Finance Officer

APPLICANT INFORMATION PACKAGE

PACIFIC ISLANDS REGIONAL OCEANSCAPE PROGRAM - Finance Officer

This position is an Individual Consultant Contractfor national consultants from within the Solomon Islands

CLOSING DATE 10 February 2017
HOW TO APPLY -
Please read the instructions contained in this package
To apply please submit the following:
(a) An introductory letter
(b) A completed HR1 Application form for the Position (available on website)
(c) A current Curriculum Vitae
All applications are to be addressed to; Manager Human Resources, Forum Fisheries Agency, 1 FFA Road, Honiara, Solomon Islands
All applications to be submitted by email to
For any enquiries: please

Contents

HOW TO APPLY…………………………………………………………..………..1

INFORMATION ABOUT FORUM FISHERIES AGENCY…..…………………3

BACKGROUND ON THE PACIFIC ISLANDS REGIONAL OCEANSCAPE

PROGRAM (PROP) ……………………………..………………………………5

JOB DESCRIPTION...…………………………………………..……………...... 7

REMUNERATION PACKAGE – TERMS and CONDITIONS………….……. 12

INFORMATION ABOUT THE FORUM FISHERIES AGENCY

The information offered in this package is for information only and does not form part of the employment contract.

The Pacific Islands Forum Fisheries Agency (FFA) traces its origins to the South Pacific Forum meeting in Port Moresby in 1977 which adopted a Declaration on the Law of the Sea and the establishment of a regional fisheries agency and outlined its functions. In recent years FFA has been mandated to concentrate on the management and development of the tuna fishery in the Central and Western Pacific Ocean. This fishery is now one of the largest in the World, catching around 1 million tonnes annually. The Agency is responsible for assisting its 17 members to coordinate sustainable tuna fishery management policies in their exclusive economic zone waters, and for promoting the development of their tuna fishery resources.

The 16 country members and 1 territory member of the FFA are Australia, Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Marshall Islands, Nauru, New Zealand, Niue, Palau, Papua New Guinea, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu, and Vanuatu.

Under the 1979 FFA Convention, the FFA consists of the Forum Fisheries Committee (FFC) which is the governing body, and a Secretariat. The Secretariat, with a current establishment of approximately eighty-five positions, is organised into four divisions: Fisheries Management, Fisheries Development, Fisheries Operations, and Corporate Services. FFA is led by an executive management unit headed by the Director-General. In order to provide greater ministerial oversight of the fisheries sector the FFC Ministerial Meeting was established and was elevated to the highest policy making organ of the FFA.

The Vision of the Members of the Pacific Islands Forum Fisheries Agency is: “Our people will enjoy the highest levels of social and economic benefits for our people through the sustainable development of our fisheries resources.”

The Mission of the Forum Fisheries Agency is: “To drive regional cooperation to create and enable the maximum long term social and economic benefit from the sustainable use of our shared offshore fishery resources”

The work of the Agency is delivered through two programs: Fisheries Management and Fisheries Development.

The Fisheries Management program assists FFA members to refine and maintain effective policy and legal frameworks to support the sustainable management of their tuna fisheries resources. Appropriate technical services are also provided under this program to support regional and sub-regional fishery management.

The Fisheries Development program assists FFA members with long term social, economic and development planning for the fisheries sector, in response to the Forum Leaders’ call to identify ways to ensure greater returns from the sustainable use of fisheries resources.

The core operations of the Agency are funded by member and donor contributions from Member Governments. The Agency also receives funding from a variety of non-member donors and from cost recovery for services. The total budget for 2015/2016 is US$27.4 million

FFA is an equal opportunity employer with professional staff currently employed from Australia, Fiji, Kiribati, Federated States of Micronesia, New Zealand, Papua New Guinea, Samoa, Solomon Islands, Tonga, Tuvalu, Vanuatu and the USA, with staff attachments from Japan and Australia.

PACIFIC REGIONAL OCEANSCAPE PROGRAM (PROP)

Background

The development objective of this Program is to strengthen the shared management of selected Pacific Island oceanic and coastal fisheries, and the critical habitats upon which they depend. This will provide the basis for sustainable and increased economic benefits to the region from this resource. The Program is aimed at addressing fisheries components of the broader Pacific Regional Oceanscape Framework that was endorsed by Pacific Island leaders in 2010.

The first phase of the Program includes a series of related projects with Federated States of Micronesia, Republic of Marshall Islands, Solomon Islands, Tuvalu and the Pacific Islands Forum Fisheries Agency (FFA). The Program includes a menu of activities the Program could support in each country, to be chosen based on the specific local context. Some activities will be implemented at the national level, while others will be implemented at the regional level through the FFA to capture economies of scale. All activities in this menu would contribute to the shared regional objective of the PROP, even if implemented nationally.

Component 1: Sustainable Management of Oceanic Fisheries

Component 2: Sustainable Management of Coastal Fisheries

Component 3: Sustainable Financing of the Conservation of Critical Fishery Habitats

Component 4: Regional Coordination, Implementation Support, Training and Monitoring and Evaluation

Program structure

The PROP will be implemented in a Series of Projects (SOP) over a six to ten year period, based on projected country demand. The expected Projects in the series are:

FY15: Federated States of Micronesia (FSM), Republic of the Marshall Islands (RMI), Solomon Islands, Tuvalu, and regional (FFA) Investment Projects
FY16-FY17: At least one to two additional country-level investment projects

The total value of the Program at inception, including the regional and four national components each for a six-year period, is approximately the equivalent of US$39.27 million, comprised of US$32.97 million IDA and US$6.3 million Global Environment Fund (GEF) trust fund financing. The total value of the FFA Project is US$6.16million.

Program Support Unit (PSU) at FFA.

The PSU will consist of the following full-time roles: (i) PROP Regional Coordinator who will coordinate the Program between the participating countries, helping manage resources and timing of the Program, and also implement the regional technical activities financed by the regional IDA grant and parallel GEF grant; (ii) Finance Officer who will be responsible for financial transactions of regional technical activities implemented by the PSU, as well as working with national implementing agencies on financial management as required; (iii) Procurement Specialist who will be responsible for managing regional procurement and working with national implementing agencies on procurement at the national level; a project assistant may also be hired to support project administration activities as needed.

Finance Officer

Pacific Islands Forum Fisheries Agency is seeking an experienced Finance Officer to support this Program and be a member of the project team. The Finance Officer based in Honiara will be responsible for undertaking the financial management, recording and reporting aspects of the Pacific Islands Regional Oceanscape Program and will be responsible for ensuring all financial transactions and reporting is in accordance with the Legal Agreements between FFA and the World Bank.

The Finance Officer will work within the established Finance Team at FFA and report to the Regional Coordinator.

JOB DESCRIPTION

Job Reference:
Job Title: / Finance Officer
Work Unit: / Fisheries Management Division
Responsible To: / PROP Regional Coordinator and works closely with the Finance Team
Responsible For: / No staff to supervise
Job Purpose: / This job exists to-:
Responsible for undertaking financial management, recording and reporting aspects of the Pacific Islands Regional Oceanscape Program and will be responsible for ensuring all financial transactions and reporting is in accordance with the Legal Agreements between FFA and the World Bank
Work with the Finance Team and report to the Regional Coordinator
Date: / January 2017

The FFA Mission and Vision

Vision of the Members of the Pacific Islands Forum Fisheries Agency
Our people will enjoy the highest levels of social and economic benefits through the
sustainable use of our offshore fisheries resources.
Mission for the Pacific Islands Forum Fisheries Agency
To drive regional cooperation to create and enable the maximum long term social and economic benefit from the sustainable use of our shared offshore fishery resources.
FFA Strategic Plan 2020

Organisational Context

Key Result Areas

This encompasses the following major functions or Key Result Areas

Financial accounting and operations for all project funds
Effective administration, records management and general support services for the project

The performance requirements of the Key Result Areas are broadly described below;

is accountable for / and is successful when
1Financial Accounting and operations for all project funds
a)Postings

Ensure that the donor funds for the Project are accounted for properly in accordance with conditions of the legal agreements, with due attention to economy and efficiency and only for the purpose for which the financing was provided
Ensure that all expenditures to finance under the Project is recorded accurately in accordance with legal agreements and regulations of the FFA
Update the Project budget for the FFA in coordination with the Regional Coordinator
Ensure that Designated Accounts are maintained in accordance with the provisions of the FFA and World Bank requirements
Work closely with FFA Finance team to ensure that PROP accounts and budget are regularly updated

b)Payments and disbursements

Process payments for Project contractors and service providers and ensure they are duly authorised and approved to facilitate prompt payments and fulfilment of contract requirements
Liaise with Procurement Specialist to ensure availability of adequate funds for all project operations
Ensure requests are charged to correct budget line and that disbursements are in accordance with World Band and FFA financial regulations and procedures
Prepare withdrawal applications and other accompanying documentation as required for periodic replenishment of the Designated Accounts or for Direct payments to suppliers

c)Reporting

Prepare quarterly financial reports in accordance with World Bank reporting project requirements and assist the Project Co-ordinator with ad hoc reports as and when needed by
Consolidate national project financial reports as required for inclusion in semi-annual project progress report

d)Auditing

Prepare accounts and documentation for annual external audit of Project funds
Prepare relevant annual financial reports required for auditing process
Assist the Regional Coordinator prepare response to Auditors’ Management Letter

Accounts are appropriately managed and monitored
Compliance with financial regulations and procedures

Payments are in order and sufficient funding is available
Disbursements are verified and confirmed prior to disbursements
Appropriate accounting of funds and payments

Project reports are completed and submitted on time
Project activities and spending is monitored and reported on

Completion of project audit on time

2Effective administration and general support services for the office of the PSU

Maintain and/or oversee the day to day FFA Project financial transactions
Closely monitor the Project finances and anticipate and advise on any challenges that may arise (e. g. with Project cash flow forecasts if required
Establish and maintain proper records management for the Unit
Maintain appropriate financial records and supporting documentation of all Project income, expenditures and other transactions that meet donor and audit requirements
Maintain proper filing of documentation, reports and correspondence in both paper and electronic copies
In coordination with the Procurement Specialist maintain a register for all contracts (including consultants) to monitor contract payments and fulfilment of contract requirements
Contribute to an effective team operation within the PSU by assisting other staff in the execution of their duties
Attend and participate in meetings and identify ways to improve the efficiency, accountability and performance of the PSU administration
Under the direction of the Regional Coordinator, at the request of national Project implementation teams the Finance Officer may also be required to:
Advise on the procurement and implementation of accounting software
Establish of chart of accounts
Prepare periodic consolidated financial reports for the program, for management purposes.
Monitor and review financial performance of the Program in relation to disbursement schedules.
Facilitation and follow up for the annual external audits and IDA implementation review missions.
Prepare or provide quality checking and coordination of reports for the World Bank as required.
Perform any other tasks deemed necessary by the Regional Coordinator in relation to the project.

Project Management Unit well supported and established
Sufficiency of financial provisions for operation of the project and implementation of activities
Appropriate records for the Unit are maintained.
Systems and processes for the Unit established
Effective and efficient support for the Unit

Note:

The above performance requirements are provided as a guide only. The precise performance measures for this job will need further discussion between the jobholder and supervisor as part of the performance development process.

Work Complexity

The most challenging duties typically undertaken-;

Verification of all financial transactions for the project in line with project and financial requirements of FFA and World Bank

Functional Relationships & Relationship Skills:

Key internal and/or external contacts / Nature of Contact most typical
External

World Bank
Banks
Auditors
Office Equipment Suppliers
Travel Agency

Receive and provided information where appropriate

Internal

Regional Coordinator
PSU
Finance Manager
FFA Staff

Take directions.
Report on progress of work.
Provide and receive information.

Level of Delegation

The jobholder:

No Staff
No financial authority

Person Specification

Essential / Desirable
Qualifications

A recognised Tertiary qualification in accountancy

Experience

At least 5 years’ experience in financial management
Highly competent in the use of computer applications, especially MS Office and Excel
Good written and verbal communication skills and a high level of proficiency in written and spoken English.
Competent in the use of financial database software.
Demonstrated ability to work effectively as part of a team to meet deadlines and Project objectives with minimum supervision.
Demonstrated preparedness and ability to be adaptable and to learn and apply new systems and approaches.
Experience training others

/ Qualification

Certified Practicing Accountant

Experience

Experience working in Public Accounting Systems
Knowledge of IPSAS
Financial management experience working with an international aid organization or in project related settings
Experience working across pacific islands would be beneficial
Competent in using of financial database system such as Finance One

This section is designed to capture the expertise required for the role at a 100% fully effective level. (This does not necessarily reflect what the current jobholder has). This may be a combination of knowledge/experience, qualifications or equivalent level of learning through experience or key skills, attributes or specific competencies.

Key Skills/Attributes/Job Specific Competencies

The following levels would typically be expected for the 100% fully effective level:

Proficient Level / Excellent in financial and administrative management of the unit. Highly proficient with database management systems
Advanced Level / Thorough understanding of PSU and FMD directive
Working Knowledge Level / World Band and FFA administrative and financial regulations and procedures
Records Management
Awareness / FFA roles, functions and mandate

Key Behaviours

All employees are measured against the following Key Behaviours as part of Performance Development

Commitment/Personal Accountability
Professional/Technical Expertise
Teamwork
Customer Focus
Effective Communications & Relationships
Leadership
Coaching and Development (for Managers only)
Strategic Perspective (for Managers only)

Personal Attributes

Relevant Qualifications
Excellent Analytical Skills
Excellent Communication Skills
Results orientation
Ability to manage and work well in multi-disciplinary and multi-cultural teams.
Ability to work in an organized and systematic manner.
Ability to transfer information/knowledge to a non-technical audience
Recognizes and responds appropriately to the ideas, interests and concerns of others
Builds trust and engenders morale by displaying open, transparent and credible behaviour
Respects individual/ cultural differences
Utilizes diversity to foster teamwork
Ensures others understanding of, involvement in, adaptation to a change process

Change to Job Description:

From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment-including technological requirements or statutory changes. Such Change may be initiated as necessary by your Director. This Job Description may also be reviewed as part of the preparation for performance planning for the annual performance cycle.

REMUNERATION PACKAGE – TERMS AND CONDITIONS

Duration: / Appointment is for a fixed term of up to three years
Contract: / Appointment will be under a lump sum contract, inclusive of the
Consultant’s tax obligations. Remuneration may be adjusted only after 18
months from the start date of the contract based on the official price index
(CPI/COLA) issued by the Government with consideration of the hiring
institution’s average incremental increase for the last fiscal year ending
prior to the adjustment. Additionally, an increase for good performance of up
to 5% may be considered based on clearly defined criteria of performance
assessment. The first adjusted remuneration rate will become effective from the
19th month and, from then on, the rate will be adjusted annually.
Fees: / Remuneration shall be SBD 8,422 monthly, plus Employer’s NPF contributionof 7.5%
Term: / Appointment is subject to a satisfactory medical examination, as well as a 6 months’ probationary period. The probationary period may be varied by the Director General.
An appointment is terminated by (i) completion of term of contract (ii) one month’s notice by either party (iii) without notice by either party paying one month salary in lieu of notice or (iv) dismissed with or without notice as a disciplinary measure.
Reimbursable /

Holiday Passage: As stipulated under Rules 5 and 6 of Holiday, Sick Leave and Passage Rules (Labour Act Section 80), cost of return journey. Dependents included will be subject to the current FFA Staff Regulations. Amount will be determined by actual fare per year[1].

Housing Allowance: in the amount of SBD 3,000 per month.

Insurance: / Limited cover for Personal Accident, Life, and Medical Insurance are provided for the duration of the contract.[2]
Annual Leave: / 22 working days per annum
Sick Leave / 36 working days per annum.
Other / Provisions also exist for family, compassionate, maternity, and special (without pay) leave
Public[3] Holidays: / In accordance with Solomon Islands public holidays.
Leave Passage / Entitled toone return fare a year to their home island for themselves, spouse and dependent children providing they do not already enjoy such an entitlement from another source.
Definition of Dependent child” / Means a staff member’s unmarried, legally and financially
dependent, naturally or legally adopted child who is –
(a) under the age of 16 years of age;
(b) under the age of 19 years of age if enrolled in, and undertaking full-time studies at a secondary school;
(c) under 25 years of age and enrolled in and undertaking full-time study at a university or a tertiary institution; or
(d) certified by a Medical Practitioner to be mentally or physically incapacitated

Both men and women are invited to apply.