Coordinator, Joint Secretary
SECRETARIAT OF THE PACIFIC COMMUNITY
POSITION DESCRIPTION
COORDINATOR, JOINT SECRETARIAT
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. The organisation has been expanding rapidly and now has over 600 staff. SPC’s headquarters are in Noumea, New Caledonia, and it has regional offices in Suva, Fiji Islands, and Pohnpei, Federated States of Micronesia (FSM), and country offices in Honiara, Solomon Islands and Port Vila, Vanuatu. Additional information on SPC, particularly regarding its work in specific sectors, 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:
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
After a period of very rapid growth, PHD now has staff based in Noumea, Suva, Pohnpei, Honiara and Port Moresby (Papua New Guinea). The primary focus of PHD is to provide technical assistance to PICTs and implement programmes in support of their priorities and plans.
PHD is undergoing a period of structural reform, with the changes being progressively implemented in early 2011. The change in the PHD organisational structure supports the implementation of the new strategic plan 2010–2014 and strengthens PHD’s whole-of-health approach.
PHD’s new organisational structure will consist of three functional units: 1) Disease Surveillance, Research and Control; 2) Health Advancement; and 3) Grant Management; and two support teams under the Office of the Director: 1) Management Support and 2) Monitoring and Evaluation/Quality Assurance (M&E/QA).
Information on PHD and the division’s strategic plan is available at www.spc.int/php.
PHD JOINT SECRETARIAT
PHD is in the process of establishing a Joint Secretariat to support the Pacific Islands Regional Multi-Country Coordinating Mechanism (PIRMCCM) and the Pacific Islands HIV & STI Response Fund Committee (PRFC) as well as other governing bodies hosted by SPC in the area of public health. In its initial stage, the Joint Secretariat will serve PIRMCCM, which oversees the Global Fund grants managed by SPC, and PRFC, which oversees the Pacific Islands HIV and STI Response Fund 2009–2013 (Response Fund). These governing bodies are required by the countries and donors to provide direction, oversight and high level decision-making on the implementation of the grants. Whilst they operate independently from SPC, they utilise SPC’s secretariat support services.
With the goal of strengthening the governance of the governing bodies, the Joint Secretariat plays four main supporting roles:
1. Developing and revising draft policies, procedures, and guidelines for approval by the governing bodies to ensure they effectively and efficiently provide direction and oversight functions.
2. Providing facilitation to the governing bodies in their oversight and decision-making processes.
3. Providing technical advice and building the capacity of members of governing bodies and/or similar bodies at the national level.
4. Providing administrative and logistical support for the governing bodies.
The position is a member of the Office of the Director and brings project management and systems improvement expertise to PHD. The position will contribute to the division’s whole-of-health approach and will work in close coordination with the PHD Grant Management Unit (GMU), which administers public health grants managed by SPC.
KEY RESULT AREAS
The position of Coordinator, Joint Secretariat, encompasses the following major functions or key result areas under the PHD strategic plan objectives:
Overall burden and impact of diseases
1. National and regional strategies
• Ensuring that governing bodies have access to information and initiatives to grow/maintain the resources available to PICTs to deliver comprehensive prevention, treatment and control programmes.
• Ensuring that governing bodies are aware of donors’ terms and conditions to secure funding for public health grants as well as for the governing bodies.
2. Country capacity building
• Developing the capacity and systems of the regional and national governing bodies to transparently and systematically utilise donor funding to achieve governing outcomes.
Strengthened national health systems
3. Quality and compliance
• Contributing to the establishment and strengthening of oversight policies, plans, and implementation to ensure routine compliance with donors’ requirements.
• Providing advice to the governing bodies on governance, grant oversight and grant implementation challenges.
Determinants of health
4. Gender and human rights sensitivity
• Developing initiatives to increase the governing bodies’ planning for efforts to reduce barriers to equality in the areas of gender and sexual orientation.
• Facilitating the discussions (face-to-face or via electronic media) of the governing bodies’ gender sub-committees regarding the development of a regional gender and human rights policy and implementation plan.
5. Multi-sectoral approaches
• Ensuring that the governing bodies are aware that multi-sectoral approaches to public health and health determinants are utilised by sub-grantees in designing and implementing grant-funded activities.
Scope, efficiency and impact of interventions
6. Knowledge sharing
• Contributing to building national and regional capacity (both government and civil society) in grant oversight and governance.
• Ensuring that regular communications regarding the activities of the governing bodies are circulated on various networks.
7. Optimised investments
• Providing high quality financial advice to the governing bodies to facilitate decision-making and financial planning based on financial risk.
8. Alignment and harmonisation
• Taking a leading role in streamlining the operations of governing mechanisms to optimise the overall effectiveness and transparency of appropriate cross-functional bodies.
• Developing adequate policies for the regional governing bodies to facilitate grant oversight and management.
QUALIFICATIONS AND EXPERIENCE
Essential
• Graduate or postgraduate qualification (degree or higher) in a relevant field such as management, international relations, public administration, business etc., or a minimum of five years relevant work experience in roles that demonstrate professional equivalence.
• Minimum five years work experience in a similar role in a developing country, preferably within the Pacific region.
• Advanced written and oral English language communication skills, including report writing and policy/manual development.
• Well developed analytical skills.
• Knowledge of major donors’ grant mechanisms.
• Knowledge of governing bodies of similar funding mechanisms.
• Experience developing, adapting and implementing policies and procedures to structure governing bodies and reference groups.
• Experience consulting and collaborating with governments, community organisations and other stakeholders.
• Experience providing capacity building support to individuals and organisations to improve their operations and/or governance mechanisms.
• Experience organising large and complex meetings and conferences.
Desirable
• Advanced degree in project management or related field.
• Experience working in the public health sector (e.g. HIV/sexually transmitted infections, malaria, tuberculosis, non-communicable diseases).
• Experience developing policies and procedures for governing bodies or reference groups.
• Experience communicating and working with senior level officials on issues requiring tact and diplomacy.
• Financial management experience.
• Training experience.
SALARY, TERMS AND CONDITIONS
SALARY AND ALLOWANCES
The position is in band 12 of SPC’s salary scale.
Professional salaries at SPC are set in SDR (Special Drawing Rights) and paid in the local currency (i.e. the Fiji Dollar, FJD, in Fiji Islands). As per SPC’s 2011 salary scale, the salary range for this band is SDR 2,939–4,409 per month.
At prevailing exchange rates these amounts convert into approximately FJD 8,631–12,949 per month (USD 4,650–7,000; € 3,400–5,100).
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.
While SPC remuneration is not subject to income tax in Fiji Islands at the present time, this status is currently under review by the Government of Fiji Islands. Any change in this status will apply to Fiji nationals.
The organisaton subsidises housing. A housing allowance of 75 per cent of the total rental, up to a limit of FJD 2625 per month, will be provided. The minimum housing allowance payable is FJD 1170 per month.
In addition, an establishment grant will be payable to non-residents of Fiji Islands. Where appropriate, other allowances, such as an education allowance, may be payable.
PROVIDENT FUND
The appointee will be eligible for membership in SPC’s Staff Provident Fund. Staff members contribute 8 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 Islands
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 doctor 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 of Fiji Islands, 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 on merit. If two short-listed candidates are judged to be equally qualified, preference will be given to Pacific Island nationals.
APPLICATION PROCEDURES
The closing date for applications is 31 March 2011.
Applicants are asked to use SPC’s online recruitment system by following the link http://www.spc.int/job.html.
Applicants who cannot access the online recruitment system may 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).
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
COORDINATOR, JOINT SECRETARIAT
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. The organisation has been expanding rapidly and now has over 600 staff. SPC’s headquarters are in Noumea, New Caledonia, and it has regional offices in Suva, Fiji Islands, and Pohnpei, Federated States of Micronesia (FSM), and country offices in Honiara, Solomon Islands and Port Vila, Vanuatu. Additional information on SPC, particularly regarding its work in specific sectors, 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:
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
After a period of very rapid growth, PHD now has staff based in Noumea, Suva, Pohnpei, Honiara and Port Moresby (Papua New Guinea). The primary focus of PHD is to provide technical assistance to PICTs and implement programmes in support of their priorities and plans.
PHD is undergoing a period of structural reform, with the changes being progressively implemented in early 2011. The change in the PHD organisational structure supports the implementation of the new strategic plan 2010–2014 and strengthens PHD’s whole-of-health approach.
PHD’s new organisational structure will consist of three functional units: 1) Disease Surveillance, Research and Control; 2) Health Advancement; and 3) Grant Management; and two support teams under the Office of the Director: 1) Management Support and 2) Monitoring and Evaluation/Quality Assurance (M&E/QA).
Information on PHD and the division’s strategic plan is available at www.spc.int/php.
PHD JOINT SECRETARIAT
PHD is in the process of establishing a Joint Secretariat to support the Pacific Islands Regional Multi-Country Coordinating Mechanism (PIRMCCM) and the Pacific Islands HIV & STI Response Fund Committee (PRFC) as well as other governing bodies hosted by SPC in the area of public health. In its initial stage, the Joint Secretariat will serve PIRMCCM, which oversees the Global Fund grants managed by SPC, and PRFC, which oversees the Pacific Islands HIV and STI Response Fund 2009–2013 (Response Fund). These governing bodies are required by the countries and donors to provide direction, oversight and high level decision-making on the implementation of the grants. Whilst they operate independently from SPC, they utilise SPC’s secretariat support services.
With the goal of strengthening the governance of the governing bodies, the Joint Secretariat plays four main supporting roles:
1. Developing and revising draft policies, procedures, and guidelines for approval by the governing bodies to ensure they effectively and efficiently provide direction and oversight functions.
2. Providing facilitation to the governing bodies in their oversight and decision-making processes.
3. Providing technical advice and building the capacity of members of governing bodies and/or similar bodies at the national level.
4. Providing administrative and logistical support for the governing bodies.
The position is a member of the Office of the Director and brings project management and systems improvement expertise to PHD. The position will contribute to the division’s whole-of-health approach and will work in close coordination with the PHD Grant Management Unit (GMU), which administers public health grants managed by SPC.
KEY RESULT AREAS
The position of Coordinator, Joint Secretariat, encompasses the following major functions or key result areas under the PHD strategic plan objectives:
Overall burden and impact of diseases
1. National and regional strategies
• Ensuring that governing bodies have access to information and initiatives to grow/maintain the resources available to PICTs to deliver comprehensive prevention, treatment and control programmes.
• Ensuring that governing bodies are aware of donors’ terms and conditions to secure funding for public health grants as well as for the governing bodies.
2. Country capacity building
• Developing the capacity and systems of the regional and national governing bodies to transparently and systematically utilise donor funding to achieve governing outcomes.
Strengthened national health systems
3. Quality and compliance
• Contributing to the establishment and strengthening of oversight policies, plans, and implementation to ensure routine compliance with donors’ requirements.
• Providing advice to the governing bodies on governance, grant oversight and grant implementation challenges.
Determinants of health
4. Gender and human rights sensitivity
• Developing initiatives to increase the governing bodies’ planning for efforts to reduce barriers to equality in the areas of gender and sexual orientation.
• Facilitating the discussions (face-to-face or via electronic media) of the governing bodies’ gender sub-committees regarding the development of a regional gender and human rights policy and implementation plan.
5. Multi-sectoral approaches
• Ensuring that the governing bodies are aware that multi-sectoral approaches to public health and health determinants are utilised by sub-grantees in designing and implementing grant-funded activities.
Scope, efficiency and impact of interventions
6. Knowledge sharing
• Contributing to building national and regional capacity (both government and civil society) in grant oversight and governance.
• Ensuring that regular communications regarding the activities of the governing bodies are circulated on various networks.
7. Optimised investments
• Providing high quality financial advice to the governing bodies to facilitate decision-making and financial planning based on financial risk.
8. Alignment and harmonisation
• Taking a leading role in streamlining the operations of governing mechanisms to optimise the overall effectiveness and transparency of appropriate cross-functional bodies.
• Developing adequate policies for the regional governing bodies to facilitate grant oversight and management.
QUALIFICATIONS AND EXPERIENCE
Essential
• Graduate or postgraduate qualification (degree or higher) in a relevant field such as management, international relations, public administration, business etc., or a minimum of five years relevant work experience in roles that demonstrate professional equivalence.
• Minimum five years work experience in a similar role in a developing country, preferably within the Pacific region.
• Advanced written and oral English language communication skills, including report writing and policy/manual development.
• Well developed analytical skills.
• Knowledge of major donors’ grant mechanisms.
• Knowledge of governing bodies of similar funding mechanisms.
• Experience developing, adapting and implementing policies and procedures to structure governing bodies and reference groups.
• Experience consulting and collaborating with governments, community organisations and other stakeholders.
• Experience providing capacity building support to individuals and organisations to improve their operations and/or governance mechanisms.
• Experience organising large and complex meetings and conferences.
Desirable
• Advanced degree in project management or related field.
• Experience working in the public health sector (e.g. HIV/sexually transmitted infections, malaria, tuberculosis, non-communicable diseases).
• Experience developing policies and procedures for governing bodies or reference groups.
• Experience communicating and working with senior level officials on issues requiring tact and diplomacy.
• Financial management experience.
• Training experience.
SALARY, TERMS AND CONDITIONS
SALARY AND ALLOWANCES
The position is in band 12 of SPC’s salary scale.
Professional salaries at SPC are set in SDR (Special Drawing Rights) and paid in the local currency (i.e. the Fiji Dollar, FJD, in Fiji Islands). As per SPC’s 2011 salary scale, the salary range for this band is SDR 2,939–4,409 per month.
At prevailing exchange rates these amounts convert into approximately FJD 8,631–12,949 per month (USD 4,650–7,000; € 3,400–5,100).
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.
While SPC remuneration is not subject to income tax in Fiji Islands at the present time, this status is currently under review by the Government of Fiji Islands. Any change in this status will apply to Fiji nationals.
The organisaton subsidises housing. A housing allowance of 75 per cent of the total rental, up to a limit of FJD 2625 per month, will be provided. The minimum housing allowance payable is FJD 1170 per month.
In addition, an establishment grant will be payable to non-residents of Fiji Islands. Where appropriate, other allowances, such as an education allowance, may be payable.
PROVIDENT FUND
The appointee will be eligible for membership in SPC’s Staff Provident Fund. Staff members contribute 8 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 Islands
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 doctor 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 of Fiji Islands, 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 on merit. If two short-listed candidates are judged to be equally qualified, preference will be given to Pacific Island nationals.
APPLICATION PROCEDURES
The closing date for applications is 31 March 2011.
Applicants are asked to use SPC’s online recruitment system by following the link http://www.spc.int/job.html.
Applicants who cannot access the online recruitment system may 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).
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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