Procurement & Events Management Officer, Pacific Islands

This position is open to Fiji nationals or Pacific Islanders eligible to work in Fiji

The Pacific Regional Initiative and Support for More Effective Counter Trafficking in Persons (Pacific RISE-CTIP) project is a five-year program implemented by The Asia Foundation with funding from the United States Agency for International Development. Pacific RISE-CTIP aims to address trafficking in persons (TIP) through a holistic, multi-sectoral approach that engages an inclusive cross-section of Pacific Islands stakeholders from government, civil society, and the private sector to strengthen TIP prevention, protection, and prosecution.

Summary of Position Responsibilities

The procurement and events management officer works closely with the deputy chief of party of Pacific RISE-CTIP in managing and ensuring the efficient and effective procurement and event management needs of the program across program locations (Fiji, Marshall Islands, Tonga, Palau, Papua New Guinea). They will play a key role and work in close collaboration with the teams in program countries to ensure the smooth implementation of workshops, donor visits, stakeholder meetings, working groups, and other major events, including associated procurement needs.

Relationships

Internal: Work closely with Pacific Islands office staff and Pacific RISE-CTIP program staff across program countries, the finance and grants team, and the operations team. Occasional work with other Foundation offices as necessary.

External: Extensive contact with vendors, in particular venues, catering service providers, hotels, transportation, and printing companies.

Position Accountabilities

• • Act as focal person for logistical requirements for major Asia Foundation events.
  • Develop and maintain relationships with key vendors in program countries: event venues, catering service providers, hotels, transportation services, and printing companies.
  • Prepare and circulate invitations and track RSVPs for event participants.
  • Perform all procurement and contracting activities, including pre-qualification, tender management, negotiation, and preparation of contracts.
  • Maintain and track all procurement-related documentation, agreements, key donor correspondences, and financial and progress reports in the Procurement Management System (PROMS).
  • With Finance and Operations team, develop guidelines and strategies for cost-effective procuring and delivery process and improvements on the procurement policy.
  • Arrange air travel, visas, and hotel bookings of international participants for events in Tonga, Marshall Islands, Papua New Guinea, and Palau.
  • Work closely with the finance team to ensure that administrative documents are filed efficiently and properly.
  • Promote financial accountability and transparency.
  • Conduct refresher training on procurement for all staff at least once a year.
  • Ensure compliance with the Foundation’s policies and practices. 
  • Participate in Foundation-led policies and practices. 
  • Undertake any other duties as assigned. 

Qualifications

Education: Bachelor’s or master’s degree in the following: Business Administration, Finance, Economics, Accountancy, or other relevant areas.

Experience: A minimum of five years of professional experience in procurement, administration, events management, and operations is required. Experience working on donor-funded programs is preferred.

Skills and requirements:

• Excellent organizational skills.
• Negotiation skills.
• Excellent interpersonal and problem-solving skills.
• Strong work ethic and willingness to work outside regular hours if necessary, good team player.
• Eagerness and proven ability to acquire new skills and knowledge. A proactive and independent work style is required.
• Capacity to manage multiple tasks and work under pressure.
• Strong oral and written English language skills.
• Ability and willingness to travel domestically and regionally.
• Good computer skills (Microsoft Office, ability to learn and work with organization-specific tools and apps).
• Good judgment is essential.