Member Services Officer

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Job Description

The Pacific Disability Forum (PDF) is the regional peak body on disability, provides leadership as well as supports national organisations of persons with disabilities (OPDs), donor and development partners as well as civil society and the private sector in the pursuit to ensure that all persons with disabilities live in an equitable, inclusive, barrier-free and rights-based society in Pacific Island countries and territories.

As the Member Service Officer, the role encompasses managing the Memorandum of Understanding (MoU) for core funding of member Organisations of Persons with Disabilities (OPD). This includes conducting and analysing needs assessments, coordinating surveys to determine OPD support priorities, and communicating specific needs to management for appropriate action. The officer is tasked with organizing thematic training sessions and ensuring pre-conditions for inclusion are met Additionally, the officer will receive new membership applications, prepare submissions for the consideration of the Membership Committee as well as ensure the PDF membership database is current and updated regularly. Quarterly follow-ups on core fund reporting, narrative report compilation, and coordination of acquittal reports for financial review are also key duties. The officer aids in project development consultations, supports the implementation of the Pacific OPD Fund, facilitates Membership Committee meetings, and conducts monthly sub-regional meetings with OPD Office Managers. The role is pivotal in fostering effective support systems and development initiatives for OPDs. The incumbent reports directly to the Manager Finance/Corporate.

Outcomes

Organisational Stakeholders
1. Effective and timely delivery of all administrative tasks for Member Service effectively provided, including but not limited to:
Core funding management ensured, that is, aid in managing core funding by liaising with Organisations of Persons with Disabilities (OPDs) to review budget details. Additionally, ensure timely quarterly reports and biannual financial reconciliations. Coordinate-Institutional Strengthening. Database maintenance ensured                        Maintaining the precision and currency of the membership database. Membership applications managed, process incoming applications for PDF membership and compile the necessary documentation for the Membership Committee's review.
2. Communication efficiency ensured
Issue effectively escalated, matters raised by the team should be conveyed to the Director of Operations, who will then elevate them to the CEO and Senior Management for resolution and action. Support requests attended to and any appeals for assistance in specific domains should be directed to the Director of Operations and include the Managers in the communication loop.
3. Teamwork and cooperation
Cooperation with the team across functions / departments                          Train the team on using the financial reconciliation template to facilitate OPDs' financial settlements, including the collection of necessary documentation and proof for financial team review and approval. Membership Compliance: Refresh the membership compliance records with the assistance of the Research Officer and Coordinator Organisation Development Work collaboratively to achieve the set targets and goals                             Monthly Briefing Action Items: Execute tasks and directives arising from the Director of Operations' monthly briefing. Survey Coordination with OPDs: Arrange and manage the necessary surveys in collaboration with the Organizations of Persons with Disabilities. Online Training Setup for OPDs: Prepare for online training sessions by compiling participant lists and setting up Zoom links, while the team focuses on content delivery without managing the logistical details. Monthly OPD Meetings: Schedule and plan monthly meetings with OPDs, coordinating the agenda with the Director of Operations, recording accurate minutes of the meeting and action plans.
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
Product's Stakeholders
1. Operational and statutory compliance
Statutory compliant to laws and regulations Health and safety compliance Environmental compliance Operationally compliant to the organisation's policies and procedures

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	Management/Planning/Policy, Humanities / Social Science	Disabilities and Project management
Desirable
Higher Degree incl. Post Grad Cert or Dip	Management/Planning/Policy	Not for profit

Work Knowledge and Experience

1. A minimum of 2-3 years of work experience in a similar role including development programmes an issues (e.g. Disability, Social Protection, Financial Inclusion, Disaster Risk Reduction, Climate Change, Community Based Development Programmes) understanding of persons with disabilities and their organisations.
2. Understands and can promote the PDF values and approaches to development with a commitment and passion to serve the people of the Pacific Islands
3. Proficient in Microsoft Office, including Excel and PowerPoint
4. Strong communication and presentation skills

Requirements

Language Proficiency
Strong written and spoken English Language Proficiency
Regulatory Compliance Requirements
Driver’s License

Interactions

Interaction	Comments
Internal
All Staff
Manager Finance Corporate
Manager Inclusive Development
Manager Humanitarian Resilience Development Unit
Director Operations
Programme Officers
Humanitarian and Disaster Risk Reduction Team
External
Memebrs
Community
Statutory Authorities
OPD Office Managers
NGO’s/CSO’s
Stakeholders
Government Ministries
CROP Agencies
Business Clients
Partners

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.
Flexible/Adaptable	Readily accommodates changing circumstances, modifying own behaviour and/or views. Able to adjust easily to new conditions.
Well organised	Controls tasks in a well thought out and critical manner.