Manager, Grant Management Unit Secretariat of the Pacific Community (SPC)
Secretariat of the pacific community
POSITION DESCRIPTION
MANAGER, GRANT MANAGEMENT UNIT
BACKGROUND
The Secretariat of the Pacific Community (SPC) is an international organisation that provides technical and policy advice and assistance, training and research services to its Pacific Island members. SPC works in a wide range of sectors with the aim of achieving three development outcomes – sustainable economic development, sustainable natural resource management and development, and sustainable human and social development.
SPC was established in 1947. It has 26 member countries and territories and its working languages are English and French. SPC’s headquarters are in Noumea, New Caledonia. It has regional offices in Suva, Fiji, and Pohnpei, Federated States of Micronesia (FSM), and country offices in Honiara, Solomon Islands and Port Vila, Vanuatu. Additional information on SPC can be found on its website: www.spc.int.
PUBLIC HEALTH DIVISION
SPC’s Public Health Division (PHD) supports the development of healthier Pacific Island communities through four broad objectives under the strategic plan 2010–2014.
1. Combat and reduce the overall impact and burden of diseases.
2. Contribute to strengthening national health systems.
3. Increase the capacity of Pacific Island countries and territories (PICTs) to address non-health sector determinants of health.
4. Increase the efficiency and impact of interventions.
PHD’s primary focus is to provide technical assistance and to implement programmes in support of countries’ priorities and plans. PHD has staff based in Noumea, Suva, Pohnpei, Honiara and Port Vila. Information on PHD and the division’s strategic plan is available at www.spc.int/php.
PHD GRANT MANAGEMENT
The ‘business model’ for PHD has expanded substantially in recent years. An increasing amount of our work now involves grant management, as it becomes more of a conduit to channel funds to Pacific Island governments and civil society organisations. Grants to countries account for USD 20 million in 2011 with the main funding streams being the Global Fund to Fight AIDS, Tuberculosis and Malaria; the Pacific Islands HIV and STI Response Fund; and the Pacific NCD Framework 2-1-22 Programme with the latter two grant streams supported by Australia and New Zealand.
The position is responsible for overseeing standardised strategic and pragmatic grant management practices (including risk management strategies) across the whole of PHD to maximise grant utilisation, implementation and impact, while improving the alignment of funds and reporting processes with national systems.
The position leads and manages all aspects of the work of the three teams — Grant Coordination, Finance, and Procurement and Supply Management — within the PHD Grant Management Unit, including recruitment, planning, and making and implementing decisions to best achieve the overall purpose of the unit. The appointee will be accountable for organising, supporting, managing and evaluating PHD’s grant management functions in a manner that supports and furthers the PHD strategic objectives for 2010–2014.
The Manager, Grant Management Unit is responsible to the Director, Public Health Division and will join the team of senior advisers to the PHD management.
ROLES AND RESPONSIBILITIES
The position of Manager, Grant Management Unit encompasses the following major roles and responsibilities in support of PHD’s strategic plan objectives.
External
· Manage a complex, large and diverse range of grant portfolios across multiple implementers.
· Manage tensions between the need for achievement of performance and time-bound targets vis-Ã -vis due process with all recipients or sub-recipients of the grants.
· Build consensus between multiple internal and external stakeholders to support strong performance-based service delivery to implementing partners.
· Provide technical advice and assistance to partner organisations and member PICTs in the design and development of funding proposals.
· Assist PICTs in developing good quality, realistic and well-targeted funding proposals, while seeking to achieve increased alignment and harmonisation in the funding of national strategies.
· Encourage increased country leadership and domestic contributions to national programme needs.
· Ensure an ongoing focus on supporting and respecting PICT ownership and sovereignty issues.
· Manage relationships with donors, member countries and other key stakeholders.
Within SPC and PHD
· Be responsible for the overall management of the grant management unit within PHD.
· Manage decision-making on the funds with the PHD Director and ensure that grant management staff members are managing their grants budget properly.
· Develop functional relationships with SPC corporate and support services and with PHD technical staff.
· Develop, implement and monitor a risk mitigation strategy for the portfolio of grants managed by the Grant Management Unit.
· Provide support to the colleagues and teams in charge of the programmes funded through the grants, especially in establishing priorities for team members and providing additional support during periods of high workload.
· Provide technical advice and assistance to PHD management and PHD teams.
· Contribute to the PHD Senior Advisers Team and to the process of change within PHD.
· Contribute to the implementation of SPC joint country strategies and PHD country teams.
QUALIFICATIONS AND EXPERIENCE
Essential
Ø Post-graduate qualification in a field relevant to the position (public or business administration, law, finance and / or accounting – MPA, MBA, LLB, accounting degree).
Ø At least ten years’ experience in a senior-level management position in a mid- to large-sized organisation or business with significant staff and financial management accountability.
Ø At least seven years’ recent operational level experience in the area of grants portfolio management, including recent knowledge of major donors’ grant-making policies, procedures and reporting requirements.
Ø Previous experience in validation, design, oversight, monitoring and / or implementation of major development projects.
Ø Previous experience in developing, adapting and implementing procedures and templates to be used for formulating, negotiating, executing, monitoring and closing grants according to donors’ regulations.
Ø Demonstrated high-level knowledge of monitoring and evaluation tools and systems.
Ø Demonstrated experience and capacity to make timely decisions.
Ø Professional level fluency, both oral and written, in English.
Ø Excellent report writing skills and demonstrated skills in cross-cultural communication (written and oral).
Ø Previous experience in developing countries.
Ø Proven ability to handle a consistently high personal workload.
Ø Excellent organisational, staff management and team building skills.
Ø Demonstrated high-level negotiation skills.
Ø The ability to work with people from different ethnic, cultural and educational backgrounds.
Ø Willingness to travel and undertake overseas assignments in SPC countries and beyond.
Desirable
Ø Degree in public health or related field.
Ø Recent experience in dealing with donors involved in the Pacific region (e.g. AusAID, NZAID, the Global Fund, ADB, etc.)
Ø Experience in managing large grants in multiple countries in the Pacific region or in the context of small island states.
Ø Experience working on a public health project or programme in either a government department or civil society, ideally in a Pacific Island setting.
Ø Recent experience in dealing with senior-level officials on issues requiring tact and diplomacy.
Ø A working knowledge of French.
SALARY, TERMS AND CONDITIONS
SALARY AND ALLOWANCES
The position is in Band 13 of SPC's salary scale.
Salaries for staff recruited internationally are set in SDR (special drawing rights) and paid in the local currency (i.e. the Fiji dollar, FJD, in Fiji). As per SPC’s 2011 salary scale, the salary range for this band is SDR 3,370–5,055 per month. At prevailing exchange rates, these amounts convert to approximately FJD 9,897–14,856 per month (USD 5,364– 8,052, Euros 4,000–6,000).
An offer of appointment for an initial contract will made in the lower half of this range, with due consideration being given to experience and qualifications.
The organisation subsidises housing. A housing allowance of 75 per cent of the total rental, up to a limit of FJD 2,625 per month, will be provided. The minimum housing allowance payable is FJD 1,170 per month.
In addition, an establishment grant will be payable to non-residents of Fiji. Where appropriate, other allowances, such as an education allowance, may be payable.
While SPC emoluments are not subject to income tax in Fiji at the present time, this status is currently under review by the Government of Fiji. Any change in this status will apply to Fiji nationals.
PROVIDENT FUND
The appointee will be eligible for membership in SPC’s Staff Provident Fund. Staff members contribute eight per cent of their base salary, to which SPC adds a matching contribution.
TENURE
The appointment is for a period up to 30 June 2013, with the possibility of renewal for a further period depending on performance and continued funding availability.
DUTY STATION
Suva, Fiji.
LEAVE
Annual leave will accrue at the rate of 25 working days per annum.
Sick leave is 30 working days per annum.
MEDICAL BENEFITS
SPC’s Staff Medical Insurance reimburses doctors’ fees, cost of prescribed medicines, surgical and hospital costs, etc. up to certain percentages and limits. Supplementary medical insurance is available to increase these percentage reimbursements and limits.
FARES AND REMOVAL EXPENSES
For an appointee recruited outside Fiji, the cost of air fares by the most direct and / or economic route for the appointee and recognised dependants, and reasonable removal expenses by sea of personal and household effects, will be met by SPC on appointment and termination.
COMPUTING ENVIRONMENT
SPC has a standardised computing environment based on Microsoft Office running under Microsoft Windows.
SMOKE-FREE ENVIRONMENT
Smoking is not permitted in the work place.
EQUAL OPPORTUNITIES
SPC is an equal opportunity employer. Recruitment is based entirely on merit, but in cases where two short-listed candidates are ranked equal by the selection committee, preference will be given to Pacific Island nationals.
APPLICATION PROCEDURES
The closing date for applications is 26 October 2011
Applicants are asked to use SPC’s online recruitment system.
Only those applicants residing in a Pacific country or territory who cannot access the online recruitment system are allowed to send their documents to: Director-General, Secretariat of the Pacific Community, P.O. Box D5, 98848 NOUMEA CEDEX, New Caledonia or submit them by fax (+ 687 26 38 18) or email (spc@spc.int, preferably as an electronic attachment in Microsoft Word format).
All other applicants must use the on-line recruiting system or their applications will not be considered.
Applicants should provide their curriculum vitae and specifically address how their qualifications, knowledge and experience demonstrate their ability to successfully undertake the duties and responsibilities of the position in their cover letter. They should also provide names and contact details of three referees.
POSITION DESCRIPTION
MANAGER, GRANT MANAGEMENT UNIT
BACKGROUND
The Secretariat of the Pacific Community (SPC) is an international organisation that provides technical and policy advice and assistance, training and research services to its Pacific Island members. SPC works in a wide range of sectors with the aim of achieving three development outcomes – sustainable economic development, sustainable natural resource management and development, and sustainable human and social development.
SPC was established in 1947. It has 26 member countries and territories and its working languages are English and French. SPC’s headquarters are in Noumea, New Caledonia. It has regional offices in Suva, Fiji, and Pohnpei, Federated States of Micronesia (FSM), and country offices in Honiara, Solomon Islands and Port Vila, Vanuatu. Additional information on SPC can be found on its website: www.spc.int.
PUBLIC HEALTH DIVISION
SPC’s Public Health Division (PHD) supports the development of healthier Pacific Island communities through four broad objectives under the strategic plan 2010–2014.
1. Combat and reduce the overall impact and burden of diseases.
2. Contribute to strengthening national health systems.
3. Increase the capacity of Pacific Island countries and territories (PICTs) to address non-health sector determinants of health.
4. Increase the efficiency and impact of interventions.
PHD’s primary focus is to provide technical assistance and to implement programmes in support of countries’ priorities and plans. PHD has staff based in Noumea, Suva, Pohnpei, Honiara and Port Vila. Information on PHD and the division’s strategic plan is available at www.spc.int/php.
PHD GRANT MANAGEMENT
The ‘business model’ for PHD has expanded substantially in recent years. An increasing amount of our work now involves grant management, as it becomes more of a conduit to channel funds to Pacific Island governments and civil society organisations. Grants to countries account for USD 20 million in 2011 with the main funding streams being the Global Fund to Fight AIDS, Tuberculosis and Malaria; the Pacific Islands HIV and STI Response Fund; and the Pacific NCD Framework 2-1-22 Programme with the latter two grant streams supported by Australia and New Zealand.
The position is responsible for overseeing standardised strategic and pragmatic grant management practices (including risk management strategies) across the whole of PHD to maximise grant utilisation, implementation and impact, while improving the alignment of funds and reporting processes with national systems.
The position leads and manages all aspects of the work of the three teams — Grant Coordination, Finance, and Procurement and Supply Management — within the PHD Grant Management Unit, including recruitment, planning, and making and implementing decisions to best achieve the overall purpose of the unit. The appointee will be accountable for organising, supporting, managing and evaluating PHD’s grant management functions in a manner that supports and furthers the PHD strategic objectives for 2010–2014.
The Manager, Grant Management Unit is responsible to the Director, Public Health Division and will join the team of senior advisers to the PHD management.
ROLES AND RESPONSIBILITIES
The position of Manager, Grant Management Unit encompasses the following major roles and responsibilities in support of PHD’s strategic plan objectives.
External
· Manage a complex, large and diverse range of grant portfolios across multiple implementers.
· Manage tensions between the need for achievement of performance and time-bound targets vis-Ã -vis due process with all recipients or sub-recipients of the grants.
· Build consensus between multiple internal and external stakeholders to support strong performance-based service delivery to implementing partners.
· Provide technical advice and assistance to partner organisations and member PICTs in the design and development of funding proposals.
· Assist PICTs in developing good quality, realistic and well-targeted funding proposals, while seeking to achieve increased alignment and harmonisation in the funding of national strategies.
· Encourage increased country leadership and domestic contributions to national programme needs.
· Ensure an ongoing focus on supporting and respecting PICT ownership and sovereignty issues.
· Manage relationships with donors, member countries and other key stakeholders.
Within SPC and PHD
· Be responsible for the overall management of the grant management unit within PHD.
· Manage decision-making on the funds with the PHD Director and ensure that grant management staff members are managing their grants budget properly.
· Develop functional relationships with SPC corporate and support services and with PHD technical staff.
· Develop, implement and monitor a risk mitigation strategy for the portfolio of grants managed by the Grant Management Unit.
· Provide support to the colleagues and teams in charge of the programmes funded through the grants, especially in establishing priorities for team members and providing additional support during periods of high workload.
· Provide technical advice and assistance to PHD management and PHD teams.
· Contribute to the PHD Senior Advisers Team and to the process of change within PHD.
· Contribute to the implementation of SPC joint country strategies and PHD country teams.
QUALIFICATIONS AND EXPERIENCE
Essential
Ø Post-graduate qualification in a field relevant to the position (public or business administration, law, finance and / or accounting – MPA, MBA, LLB, accounting degree).
Ø At least ten years’ experience in a senior-level management position in a mid- to large-sized organisation or business with significant staff and financial management accountability.
Ø At least seven years’ recent operational level experience in the area of grants portfolio management, including recent knowledge of major donors’ grant-making policies, procedures and reporting requirements.
Ø Previous experience in validation, design, oversight, monitoring and / or implementation of major development projects.
Ø Previous experience in developing, adapting and implementing procedures and templates to be used for formulating, negotiating, executing, monitoring and closing grants according to donors’ regulations.
Ø Demonstrated high-level knowledge of monitoring and evaluation tools and systems.
Ø Demonstrated experience and capacity to make timely decisions.
Ø Professional level fluency, both oral and written, in English.
Ø Excellent report writing skills and demonstrated skills in cross-cultural communication (written and oral).
Ø Previous experience in developing countries.
Ø Proven ability to handle a consistently high personal workload.
Ø Excellent organisational, staff management and team building skills.
Ø Demonstrated high-level negotiation skills.
Ø The ability to work with people from different ethnic, cultural and educational backgrounds.
Ø Willingness to travel and undertake overseas assignments in SPC countries and beyond.
Desirable
Ø Degree in public health or related field.
Ø Recent experience in dealing with donors involved in the Pacific region (e.g. AusAID, NZAID, the Global Fund, ADB, etc.)
Ø Experience in managing large grants in multiple countries in the Pacific region or in the context of small island states.
Ø Experience working on a public health project or programme in either a government department or civil society, ideally in a Pacific Island setting.
Ø Recent experience in dealing with senior-level officials on issues requiring tact and diplomacy.
Ø A working knowledge of French.
SALARY, TERMS AND CONDITIONS
SALARY AND ALLOWANCES
The position is in Band 13 of SPC's salary scale.
Salaries for staff recruited internationally are set in SDR (special drawing rights) and paid in the local currency (i.e. the Fiji dollar, FJD, in Fiji). As per SPC’s 2011 salary scale, the salary range for this band is SDR 3,370–5,055 per month. At prevailing exchange rates, these amounts convert to approximately FJD 9,897–14,856 per month (USD 5,364– 8,052, Euros 4,000–6,000).
An offer of appointment for an initial contract will made in the lower half of this range, with due consideration being given to experience and qualifications.
The organisation subsidises housing. A housing allowance of 75 per cent of the total rental, up to a limit of FJD 2,625 per month, will be provided. The minimum housing allowance payable is FJD 1,170 per month.
In addition, an establishment grant will be payable to non-residents of Fiji. Where appropriate, other allowances, such as an education allowance, may be payable.
While SPC emoluments are not subject to income tax in Fiji at the present time, this status is currently under review by the Government of Fiji. Any change in this status will apply to Fiji nationals.
PROVIDENT FUND
The appointee will be eligible for membership in SPC’s Staff Provident Fund. Staff members contribute eight per cent of their base salary, to which SPC adds a matching contribution.
TENURE
The appointment is for a period up to 30 June 2013, with the possibility of renewal for a further period depending on performance and continued funding availability.
DUTY STATION
Suva, Fiji.
LEAVE
Annual leave will accrue at the rate of 25 working days per annum.
Sick leave is 30 working days per annum.
MEDICAL BENEFITS
SPC’s Staff Medical Insurance reimburses doctors’ fees, cost of prescribed medicines, surgical and hospital costs, etc. up to certain percentages and limits. Supplementary medical insurance is available to increase these percentage reimbursements and limits.
FARES AND REMOVAL EXPENSES
For an appointee recruited outside Fiji, the cost of air fares by the most direct and / or economic route for the appointee and recognised dependants, and reasonable removal expenses by sea of personal and household effects, will be met by SPC on appointment and termination.
COMPUTING ENVIRONMENT
SPC has a standardised computing environment based on Microsoft Office running under Microsoft Windows.
SMOKE-FREE ENVIRONMENT
Smoking is not permitted in the work place.
EQUAL OPPORTUNITIES
SPC is an equal opportunity employer. Recruitment is based entirely on merit, but in cases where two short-listed candidates are ranked equal by the selection committee, preference will be given to Pacific Island nationals.
APPLICATION PROCEDURES
The closing date for applications is 26 October 2011
Applicants are asked to use SPC’s online recruitment system.
Only those applicants residing in a Pacific country or territory who cannot access the online recruitment system are allowed to send their documents to: Director-General, Secretariat of the Pacific Community, P.O. Box D5, 98848 NOUMEA CEDEX, New Caledonia or submit them by fax (+ 687 26 38 18) or email (spc@spc.int, preferably as an electronic attachment in Microsoft Word format).
All other applicants must use the on-line recruiting system or their applications will not be considered.
Applicants should provide their curriculum vitae and specifically address how their qualifications, knowledge and experience demonstrate their ability to successfully undertake the duties and responsibilities of the position in their cover letter. They should also provide names and contact details of three referees.
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