Finance and Administration Coordinator – Pacific Partnerships for Aviation (P4A)

Job Description

Position: Finance and Administration Coordinator

Program: Australia – Pacific Partnerships for Aviation (P4A)
Location: Nadi, Fiji
Duration: Up to 30 June 2027 with extension options up to two years
Remuneration: FJ$35k to FJ$45k per annum plus local benefits

Reports To: P4A Operations Lead

About the Program

The Australia-Pacific Partnerships for Aviation (P4A) program is a 5-year regional aviation program jointly delivered by Adam Smith International (ASI) and the Department of Foreign Affairs and Trade, headquartered in Nadi, Fiji. P4A has three key outcomes:

1. A stronger enabling environment for aviation

2. Improved safety, quality and reliability

3. Greater coordination, cooperation, and connectivity

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.

Position Summary

The Finance and Administration Coordinator will support the Operations Team by managing field-office finance processes and coordinating office administration, events and broader program support required to deliver P4A activities. The role will help ensure that the P4A office operates efficiently and that financial and administrative processes are completed accurately, promptly and in accordance with program requirements.

The Finance and Administration Coordinator will report to the Operations Lead and support the wider Operations Team..

Duties and Responsibilities

The responsibilities of the Finance and Administration Coordinator (the Coordinator) include three main areas of support:

Finance

• Manage all payments through the FJD account, including payroll and operational expenses, and prepare monthly FNPF, PAYE and other applicable social security remittances for national and international staff.

• Prepare monthly cash flow projections to support funds requests from the Head Office (HO)

• Issue and collect project advances made to staff, and reconcile bank accounts and field advance accounts each month;

• Record all financial transactions in ASI - OS financial management system and submit monthly Field Office Expense Reports;

• Maintain complete, accurate and auditable records of all field-office financial transactions and supporting documentation.

• With the approval of the Senior Program Accountant, execute approved payments to local vendors, subcontractors and consultants for goods and services received, in accordance with ASI and DFAT policies.

• Liaise and maintain cordial working relationships with all local/overseas vendors;

• Liaise with the bank on foreign currency rates, bank charges, fund transfers and payments;

• Monitor field-office bank accounts, liaise with the bank on account matters and complete monthly bank reconciliations.

• Maintain the field-office asset register and supplier list, ensuring both records remain accurate and current.

• Oversee field office petty cash accounts for Fiji office;

• Provide the required assistance to teams conducting internal and external reviews/audits;

• Ensure all project accounting functions are performed within the procedures set in the Operations Manual and within DFAT guidelines;

• Other financial management tasks consistent with this Scope of Work and as requested by the Senior Program Accountant.

Office and Event Coordination & Administration

• Manage day-to-day office requests and ensure timely resolution of administrative needs.

• Assist with general office maintenance, coordinating with building management and service providers.

• Maintain office supplies and equipment, ensuring availability and functionality.

• Assist in the setup and upkeep of office systems, including filing, scheduling, and development / refinement of program documentation such as templates, tools etc.

• Manage the reception area, ensuring it is tidy, welcoming, and well-stocked with necessary materials.

• Handle visitor sign-ins, direct guests appropriately, and manage meeting room bookings.

• Coordinate office errands and runs, including deliveries, pickups, and other logistical tasks.

• Assist in planning and executing office functions, meetings, and staff events.

• Liaise with vendors for catering, venue setup, and other event-related services.

• Work closely with the Operations Team and other team members to ensure seamless office operations.

• Provide administrative support to staff, including printing, scanning, and document preparation including formatting, development of templates etc.

• Support onboarding of new staff by preparing workstations and coordinating introductory briefings.

• Maintain effective communication between the P4A Operations Team and broader program teams, particularly on procurement and financial management matters.

• Ensure smooth execution of internal and external office functions, maintaining professionalism and efficiency.

• If required, assist the Communications Team in relation to (i) taking of photographs or videos of program functions or meetings to support development of media products. On the job training related to these tasks will be provided.

Monitoring & Evaluation (MEL) Administrative Support

Working with the Monitoring and Evaluation Senior Specialist, to:

• Support data collection, entry and updating of MEL trackers, databases and activity records.

• Transcribe interviews, focus group discussions and stakeholder consultations and organise transcripts for analysis.

• Under the guidance of the MEL Team, create and set up online survey forms.

• Support accurate filing and organisation of MEL data, reports and supporting evidence, including attendance records, survey responses, reports and other means of verification in SharePoint.

• Support the collection and tracking of relevant social media posts from P4A, partners and aviation agencies in a central tracking document.