Procurement and Contracts Specialist - Fiji Program Support Platform

Fiji Program Support Platform (FPSP)

• Long Term Personnel (locally engaged) 
• Contract until 31 December 2027 with possible extension 
• Base in Suva, Fiji

Program Overview:

FPSP, also referred to as the ‘Platform’, a Department of Foreign Affairs and Trade (DFAT) investment, will contribute to the delivery of Fiji’s national development priorities, in line with the Australia’s International Development Policy, the Fiji-Australia Vuvale Partnership and the Development Partnership Plan. 

The Platform will deliver key bilateral programs, such as health, education, scholarships, social infrastructure, governance, climate and emergency preparedness and response. Platform activities will identify and address climate risks, promote climate action, and gender equality, disability and social inclusion (GEDSI) across and beyond the sector programs.

The Platform has three functional Outcomes: 

1. The Platform has delivered its sector program outcomes, including through supporting strategic coherence, planning, partnerships management, data and learning across the portfolio of investments.
2. The Platform has prioritised gender equality, disability-inclusive development, and climate and disaster resilience, in its systems and practices. This includes in how it undertakes sector programming and its engagement with selected Government of Fiji (GoF) agencies.
3. The Platform administers timely and efficient programming that is: value for money; maximises use of local supply chains; and supports good governance, and public diplomacy, effective decision making and risk management. 

Position Summary:

Working within the Platform Management Unit’s (PMU) Procurement and Contracts (P&C) Team, the Procurement and Contracts Specialist (the ‘Specialist’) will work across all FPSP Service Orders to provide guidance and support on procurement, contracts and grants processes and ensure timely and compliant delivery of procurement and contracting activities. 

The Specialist will ensure that the Platform P&C team are appraised of Abt best standard of practice for procurement, contracts and grants as aligned to policies and procedures. 

The Specialist will ensure strong collaboration with all Platform Teams to manage preparation, tracking and maintenance of the procurement pipeline to support the P&C Team’s annual planning and resourcing needs.

Key Responsibilities:

Procurement, Contracts and Grants

Work with the Procurement & Contracts Manager to: 

• Develop contracts of various types (e.g. sub-contracts, goods and services, grants etc), including drafting, review, negotiation and approvals.
• Ensure value for money principles is always adhered to in accordance with the Commonwealth Procurement Rules.
• Manage and provide guidance and advice to teams on contract and grant types as aligned to Abt standards. 
• Monitor completion of compliance requirements as applicable to each procurement and contracting activity and support with compliance activities as and when required.
• Work collaboratively with the Safeguarding and Program teams on completion of Partner Portal requirements. 
• With the P&C Manager, lead the annual procurement planning process to develop a robust procurement plan for the P&C Team based on activity work plans for each Sector Program 
• Attend regular meetings with Sector Program Teams to understand upcoming procurement and contracting needs and update the procurement plan as required.
• Support major procurement activities across Sector Programs with development of procurement documentation, scoping requirements, approaching the market and participating in evaluation panels in accordance with the FPSP Operations Manual, Abt standards and procedures and Commonwealth Procurement Rules.
• Provide additional guidance, advice and support as required to support smooth delivery of complex procurement and contracting matters.
• As  required and in collaboration with Abt home office, work to develop grants process and systems based on sector program needs in accordance with the Commonwealth Grants Rules and Principles and the Abt grants framework.
• Support the P&C Manager with dashboard reporting for Senior Leadership team meetings and adhoc reporting.
• Compile and analyse procurement data for 6-monthly and annual reporting and during PERFORMS reporting time. 

Capacity Building and Strengthening

• Develop and facilitate training sessions and materials for procurement and grants policies and procedures across the Platform.
• Provide input into initiatives to automate and digitise the procurement procedures, advising on any process and systems improvements for procurement, contracting and compliance activities across the Platform.
• Manage updates to procedures and templates as required, liaising with Abt Home Office to ensure alignment with Abt requirements.
• Lead and support the P&C Manager to socialise changes to procurement and contracting procedures to ensure updates are well-socialised.
• Advise and support the Platform and Sector Program teams in relation to procurement, contracts and grants aspects of operational ways of working matters; assist with the development and implementation of improved business partnership commitments and practices to ensure efficient working relationships end effective delivery.
• Build and maintain positive and effective relationships with internal Platform staff and external stakeholders.
• As required, act as the P&C Manager role when on leave.
• Other duties as requested by the Procurement & Contract Manager.

Key Deliverables:

• Procurement and contracting processes meet stakeholder needs and align with any set service level agreement delivery standard.
• P&C Team performance data is available and accurate to indicate work load, performance against targets and provide information as relevant to DFAT and the Senior Leadership Team. 
• Timely and accurate completion of supplier component of PERFORMS reporting
• Contracts and grants meet best practice principles and align to Abt policies.
• Assist and provide relevant reports relating to procurement and contracts.
• Advise and support Platform and Sector program teams on procurement, contracts, and grants aspects of operational matters.
• Develop and provide training sessions are delivered as required for procurement, contract and grant policies and procedures. 
• There is a strong understanding across the Platform of procurement requirements for all levels and adherence to compliance requirements.
• Annual procurement plans are produced, tracked and updated based on activity work plans for each sector program.

Key Working Relationships:

Reporting To

• Platform Procurement and Contracts Manager 

Other

• Platform Hubs (Operations, Cross-cutting Priorities and Performance, Learning and Communications)
• Platform Sector Program Teams 
• Abt Home Office (largely Program Delivery Team and Contracts Team)
• Other counterparts as relevant i.e. Ministry or DFAT counterparts
• Sub-contractors, Grantees and other Platform partners as relevant  

Selection Criteria

Qualifications

• Tertiary qualification in a relevant field such as business, finance, administration/operations or any other related field. 
• A qualification in law is desirable. 
• Specialised training in procurement and/or project management is an advantage.

Experience

• Five to ten years experience in relevant senior procurement and contract roles.  
• Experience in complex procurement, development activities or projects or similar business environment where efficient and effective delivery is the priority.
• Experience in supporting various sector programs including health, education, infrastructure, and others, is an advantage.
• Demonstrated experience with diverse stakeholders in private sector, government, civil society and developing the skills of others.
• Demonstrated experience in managing complex contracts.

Knowledge And Skills

• Effective organisation and coordination skills.
• Strong attention to detail and ability to manage detailed tracking systems
• Good communication skills, with ability to advocate effectively and communicate sensitively across different audiences
• Ability to establish strong working relationships with colleagues from different organisations.
• Good working experience in MS excel and word processing and other MS programs

How To Apply:

Please apply online by submitting a cover letter addressing how you meet the requirements of this role and an up-to-date comprehensive CV.   

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