Programme & Project Officer

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Job Description

The Pacific Islands Forum (PIF) is an Employer of Choice in the region, aiming to recruit and employ staff based on merit and organisational needs, and ensures that employment selection upholds its values and commitment to Forum membership, gender balance and building a diverse and inclusive organisation. PIF is committed to achieving gender balance and being fully representative of our member countries. Our workforce is currently over 50% female, and we have representatives from twelve of the eighteen Forum member countries. To achieve greater workforce representation from our member countries we strongly encourage applicants from the following countries to apply: Federated States of Micronesia, French Polynesia, Nauru, Niue, New Caledonia and Palau.

The Programme & Project Officer is to coordinate, monitor and analyse progress and outcomes of the Forum’s internal and extra budget funded projects and programmes. The role will also provide support to and oversight of all the internal projects within the Forum. S/he reports to the Senior Adviser – Strategic Planning & Coordination Unit (SPCU) and will work closely with all teams across the Forum to achieve corporate responsibilities for the organisation.

Outcomes

Organisational Stakeholders
1. Effective support to extra budget programmes/projects
The review and evaluation of new and existing program proposals supported to ensure alignment to the strategic plan and the 2050 Implementation Plan.  Provision of technical advice on dialogue and development partner processes, auditing requirements and reporting.  Effective monitoring and overseeing extra budget funding agreements and identify areas for improvement.  Coordination of programme and project reports to dialogue and development partners (progress and final reports). Assessment of Extra Budget programmes and projects across the Forum to align with agreed deliverables ensured Collaboration with program Managers to identify potential funding sources and develop grant proposals, fundraising and donor relations. Assistance provided with donor audits for respective funding arrangements
2. Oversight of internal special projects.
Project teams supported with proposals to ensure alignment to organizational standards and policies. Project teams supported with donor agreements / variation documents and assisting teams to identify risks and associated mitigation measures. Effective support coordination with internal and external stakeholders to ensure program objectives are met. Research and analysis conducted to support program development and decision-making. Oversight provision to assist project owner(s) to implement internal organisation wide projects within the Forum ensured. Effective guidance and delivery to project methodology and auditing requirements. Project deliverables successfully aligned to other projects across the organisation to ensure consistency, accuracy, and integration ensured Usage of knowledge sharing techniques to promote the projects good practice through capacity buildings programmes and activities for staff.
3. Support strategic planning & coordination activities.
Timely assistance in strategic planning & coordination through organisational reform, organisational review, organisational development, and change management. A forum tracking mechanism for all internal, extra budget and external projects in which the organisation is engaged is designed, developed and implemented where required Preparation of reports, presentations, and other materials for management, stakeholders and partners Development and implementation of program / project policies and procedures. Development and delivery of regular reporting on projects across the organization aligned to the Strategic Plan and MEL framework. Design, development and maintenance of templates on project / programmes management. Development of the change management expertise of Forum staff to ensure consistency through training. Design and develop and effective implementation of change management methodology and templates for organisation wide use. Projects consider Risk Management throughout the design, development, and implementation phases ensured Any other responsibilities as assigned by the supervisor or Executive.
4. PDF's image and value standards demonstrated and promoted
Collaborate with other teams in the organisation for the benefit of the organisation Monitor and encourage team members to uphold image and value standards Uphold and demonstrate the organisation's image and values

Responsibilities - Critical Competencies

Competence	Description
Business
Business Performance	Manage the performance of the organisation.
Risk Management	Analyse and manage risk.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Information Analysis	Make informed decisions by collecting and interpreting data and information
Documentation	Communicate using formal business writing.
Communication	Exchange information through verbal communication
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
Promotion	Promote the value of the products/services offered by the organisation.
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
Quality Focus	Deliver quality.
Social and Cultural Awareness	Respond respectfully and effectively to people of different cultural and social backgrounds.
People
Team Orientation	Work in a team towards a common aim.
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Problem Solving	Develop practical solutions to a situation.
Innovation	Use original and creative thinking to make improvements and/or develop and initiate new approaches.
Professional
Technical Strength	Demonstrate knowledge of a specialist discipline.
Compliance	Comply with relevant laws and the policies and procedures of the organisation.

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Information Services, Information Technology/Computing, Management/Planning/Policy	Governance
Desirable
Higher Degree incl. Post Grad Cert or Dip	Management/Planning/Policy	Not for profit

Work Knowledge and Experience

1. At least 3-5 years’ relevant work experience in managing programs, grants, or development assistance of which some time has been spent in a developing country.
2. Sound knowledge of donor financial and administrative policies, procedures, and standards
3. Good understanding and demonstrated experience in the project cycle i.e. project identification and design, resource mobilization, management and monitoring
4. Ability to work with a small team of professional staff in a multicultural environment.
5. Excellent computer skills including work processing and spreadsheet applications.
6. Previous experience of working with a Pacific Island Government and/or a regional or international organisation
7. Demonstrated experience of working with development agencies/ organisations
8. Knowledge and experience of the workings of the Pacific Islands Forum (and the Forum) and regional and International Organisations (CROP, UN, WTO, EU, ACP, APEC etc.)

Requirements

Language Proficiency
Excellent command of English
Strong written and spoken English language proficiency
Strong written and spoken English language proficiency
Regulatory Compliance Requirements
Driver’s License

Interactions

Interaction	Comments
Internal
All staff
External
Stakeholders

Attributes

Attribute	Definition
Behavioural Styles
Achiever	Puts in effort to achieve a desired result or goal and is motivated by this end and the overall accomplishment.
Energetic	Constantly active and driven to put in effort. Works hard to promote an enterprise.
Innovative	Devises new and creative ways to do things comes up with original ideas.
Interpersonal Styles
Perceptive	Shows keen insight and understanding of issues or situations.
Realistic	Shows concern for facts and reality, rejecting the impractical.
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Well organised	Controls tasks in a well thought out and critical manner.