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Finance & Procurement Manager Australia – Pacific Partnerships for Aviation

Remote: 
Full Remote
Contract: 
Fixed term
Experience: 
Mid-level (2-5 years)
Work from: 
Fiji

Offer summary

Qualifications:

Experience in financial management., Strong procurement and asset management skills., Understanding of DFAT policies and compliance., Ability to conduct internal audits., Leadership experience in operational support..

Key responsabilities:

  • Manage financial reporting and budgets.
  • Oversee procurement processes and compliance.
  • Assist in setting up the P4A office.
  • Collaborate with the Operations Lead for personnel mobilization.
  • Conduct risk assessments and manage audit trails.
Adam Smith International logo
Adam Smith International SME https://www.adamsmithinternational.com/
51 - 200 Employees
About Adam Smith International
Adam Smith International is a global advisory company that works locally to transform lives by making economies stronger, societies more stable, and governments more effective. Our clients are governments, international organisations, companies, and foundations. They come to us to develop strategies and to design, deliver and evaluate programmes that address the big challenges facing the world. As a company with experience of delivering lasting results, including in fragile states and where there is conflict, we are prepared to manage a high level of risk to achieve our purpose. Our core team of staff and technical experts, in multiple offices around the world, ensures the quality of delivery and high ethical standards that we and our clients require. ASI is owned and operated by its employees. We are committed to corporate integrity and a triple bottom line of social, environmental and financial performance. This commitment was formally recognised when we became a certified B Corp. The certification indicates we balance profit and purpose through the highest standards of transparency and accountability as well as social and environmental performance. We are also a participant in the UN Global Compact, which certifies our respect for standards of human rights, labour, environment, and anti-corruption.
See more Adam Smith International offers

Job description



Position: Finance & Procurement Manager

Program: Australia – Pacific Partnerships for Aviation (P4A)

Location: Nadi, Fiji

Duration: Two years with a one-year extension option

Required Travel: Possible regional travel within the Pacific and to Australia

Reports To: P4A Operations Lead Work closely with the ASI Program Manager on a day-to-day basis

Direct Reports: Finance Officer

Deadline for applications: 11:59pm AEDT on 3rd November 2024


About the Program

Aviation is an important enabler of economic activity and human development in the Pacific. It connects Pacific countries to the world and each other, facilitating tourism, trade, labour mobility and access to health and education services. Aviation either directly or indirectly enables over one-third of the economy in Fiji, Tonga, and Vanuatu. However, aviation in the Pacific is disadvantaged by the small size of Pacific Island countries and their geographical remoteness, both from within each country, the region, and from international hubs.

The strategic intent for Australia – Pacific Partnerships for Aviation (P4A) is to improve the Pacific aviation sectors’ efficiency and effectiveness in organisational decision-making, governance, safety and reliability, and coordination to enable aviation to better contribute to sustainable development outcomes. It is recognised that the small populations, lack of economic diversification and geographic remoteness of the Pacific constrains its growth and international competitiveness. However, aviation’s intersection with tourism, trade, labour mobility, and access to critical services such as healthcare and education can enable Pacific growth and prosperity.

P4A will be delivered through three key outcome areas, including (but not limited to):

  1. A stronger enabling environment, including improved management, regulations, policies, and plans that strengthen the Pacific aviation sector and reform unsustainable practices.
  2. Improved Safety, Quality and Reliability through strengthened technical capability and more common approaches that improve aviation operations' safety, quality, and reliability.
  3. Greater coordination, cooperation, and connectivity are needed to maintain connectivity between Pacific Island countries and strengthen regional and bilateral coordination and cooperation in regulatory and operational areas.

P4A will also mainstream cross-cutting sectors to ensure outcomes strengthen child protection and safeguarding, climate change resilience and adaptation, support locally led leadership and improve Gender Equality, Disability and Social Inclusion (GEDSI) outcomes.

P4A is currently a five-year program directed by DFAT and implemented by Adam Smith International.

Position Summary

The Finance & Procurement Manager will provide vital support to the P4A Operations Lead in managing the financial, procurement, and operational systems necessary to implement P4A activities. This role will be instrumental in ensuring the financial integrity and operational efficiency of the program, contributing to the establishment of the P4A hub, the procurement of assets, and the mobilisation of personnel.

The Finance & Procurement Manager will support the management of the financial reporting, procurement processes, asset management, and compliance with DFAT policies. They will also support the development of operations systems to ensure the smooth operation of the P4A office and activities, working in close coordination with the Operations Lead and the wider Operations Team.


Duties & Responsibilities

The responsibilities of the Finance & Procurement Manager include, but are not limited to:  


Program & Operational Management:

  • Assist the Operations Lead in developing and implementing the Operations Manual, ensuring all staff are trained and competent in its use.
  • Support the establishment of the P4A office, administering operational requirements to ensure that systems and processes are functional.
  • Ensure the procurement of assets, coordinating with the Operations Lead to establish and maintain an asset management system.
  • Assist the Operations Lead in engaging advisers, including tendering, due diligence, and contracting, ensuring compliance with DFAT’s and ASI’s standards.
  • Work with the Operations Lead to mobilise and onboard personnel, providing financial and procurement support throughout the process.
  • Ensure contractual compliance with DFAT requirements in procurement, invoicing, and financial operations.
  • Conduct internal audits and spot checks to minimise risks, providing oversight for all financial transactions and procurement activities.


Financial & Procurement Management:

  • Administer aspects of budgeting, forecasting, and financial reporting, ensuring that the program operates within financial guidelines and meets DFAT and ASI reporting obligations.
  • Administer the procurement process, from market assessments to tendering and contracting, ensuring transparency, fairness, and value for money.
  • Track and manage program expenditure, flagging any risks of overspending to the Operations Lead and ensuring all financial activities are compliant with the P4A Operations Manual.
  • Maintain systems for capital procurement of assets, ensuring proper registration, tracking, and management of program assets.
  • Ensure that all supplier contracts are managed effectively and perform regular reviews to confirm compliance with agreed terms and performance expectations.


Operational Support to the P4A Hub: 

  • Assist the Operations Lead in the setup of the P4A office, including procurement of equipment, IT systems, and other operational assets necessary for the functioning of the hub.
  • Coordinate the mobilisation of P4A personnel, ensuring financial arrangements, such as contracts, payments, and allowances, are managed effectively.
  • Assist in registering and ensuring compliance for the ASI Fiji entity, including adherence to tax, labour, and other regulations.


Compliance, Risk Management & Reporting:

  • Ensure all financial and procurement activities adhere to DFAT policies and guidelines, maintaining a robust audit trail for all transactions.
  • Conduct regular risk assessments, working closely with the Operations Lead to develop mitigation strategies and ensure program risks are adequately managed.
  • Contribute to the preparation of project proposals, business cases, and tasking notes as needed, providing value-for-money assessments for program expenditure.

Support the Operations Lead in preparing and delivering operational and financial reports to DFAT and other key stakeholders.


Collaboration & Teamwork:

  • Act as a key member of the Operations Team, working closely with the Operations Lead, Logistics & Operations Manager, and other team members to ensure seamless coordination across all functions.
  • Participate in team meetings and contribute to decision-making on operational and financial matters, representing the Finance & Procurement function.
  • Provide capacity-building support within the Operations Team, ensuring that staff are well-trained and able to perform their duties effectively.
  • Ensure smooth communication between the P4A Operations Team and other ASI units, especially on matters related to procurement and financial management.


Key Deliverables

Support the development of the Inception Phase Workplan & Budget, Operations Manual, Security Plans, Risk Framework and Management Plan, Inception Report, Six Monthly Reports, Annual Reports, Annual Plans, and Program Completion Report.


Key Relationships

  • Reports to P4A Operations Lead.
  • Collaborates with the Logistics & Operations Manager, Finance Officer, and Logistics Officer.
  • Works closely with the P4A Team Leader and ASI Global Operations team.
  • Liaises with DFAT, Pacific island government counterparts, and suppliers on financial and procurement matters.


Key Performance Indicators

  • Timely delivery of accurate and compliant financial reports and procurement documentation.
  • Successful procurement of goods, services, and assets in line with the program’s operational requirements and value-for-money principles.
  • Effective contribution to the establishment of the P4A hub, including logistical and financial systems.
  • Compliance with DFAT financial policies and ASI procurement standards, evidenced by internal and external audits.
  • Positive feedback from the Operations Lead, P4A team, and other key stakeholders on the Finance & Procurement function.



Required profile

Experience

Level of experience: Mid-level (2-5 years)
Spoken language(s):
English
Check out the description to know which languages are mandatory.

Hard Skills

Compliance RequirementsRisk ManagementContract ManagementFinancial ManagementProcurement ManagementOperations ManagementCorporate Financial ReportingCapacity DevelopmentAsset Management

Other Skills

  • Communication
  • Analytical Thinking
  • Teamwork
  • Problem Solving
  • Budgeting
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