Project Officer, Infrastructure

Fiji Program Support Platform (FPSP) 

• Long term position

• Contract duration: commencing as soon as possible to 30 June 2027, with the intent to extend to 2 years with possible further extension (subject to Program end date extension and program funding)

• Two (2) positions

• This position is open to national applicants only.

FPSP Overview: 

The Fiji Program Support Platform (FPSP, or the ‘Platform’) is a Department of Foreign Affairs and Trade (DFAT) investment that will contribute to the delivery of Fiji’s national development priorities, in line with the Australia’s International Development Policy, the Fiji-Australia Vuvale Partnership and the Development Partnership Plan. 

The Platform will deliver key bilateral programs, such as health, education, scholarships, social infrastructure, governance, climate and emergency preparedness and response. Platform activities will identify and address climate risks, promote climate action, and gender equality, disability and social inclusion (GEDSI) across and beyond the sector programs. 

The Platform has three functional Outcomes: 

1. The Platform has delivered its sector program outcomes, including through supporting strategic coherence, planning, partnerships management, data and learning across the portfolio of investments. 

2. The Platform has prioritised gender equality and disability-inclusive development, and climate and disaster resilience, in its systems and practices. This includes in how it undertakes sector programming and its engagement with selected Government of Fiji agencies. 

3. The Platform administers timely and efficient programming that is: value for money; maximises use of local supply chains; and supports good governance and public diplomacy, effective decision making and risk management. 

The Platform implements over fifty percent of Australia’s bilateral development support to Fiji across a range of sector programs in education, health, Australia Awards, disaster response, cyclone recovery, social infrastructure and technical assistance to improve public sector governance in Fiji.   

The Platform integrates cross-cutting themes, including gender equality, disability and social inclusion (GEDSI), climate and disaster resilience, across sectoral programs. In particular, the Platform seeks to strengthen program outcomes by better addressing the needs of targeted beneficiaries including those who are often marginalised. 

Program Overview: 

The Australian Government is currently delivering three social infrastructure programs (Infrastructure Programs) in Fiji:

• The New National Hospital Master Plan Program will deliver a comprehensive masterplan for a new national referral hospital in Fiji. 

• Fiji Social Infrastructure Program will support upgrades to school and health infrastructure, commencing with priority schools and hospitals identified; and provide technical assistance to the Ministries of Education and Health to uplift their systems, process and capacity for maintenance and upgrades over the medium term.

Position Summary: 

The Project Officer will provide project specific administrative and coordination support to the Infrastructure team including the Senior Program Managers, Project Managers, and Team Leader. This role is critical for managing project documentation, contract administration, and compliance with FPSP systems and processes to support timely and efficient delivery of FPSP’s infrastructure programs.

Key Responsibilities:

Project Administration & Document Control

• Maintain project, contract, and meeting registers and trackers, including Requests for Information (RFIs), contract registers, variation logs, action trackers, and document transmittals, as directed.

• Support document control and records management by preparing, formatting, filing and distributing project correspondence and documentation, ensuring accurate version control, structured SharePoint filing and accessibility in line with FPSP systems and governance requirements.

Meetings & Coordination

• Coordinate project specific meetings, workshops, and site visits, including preparing meeting invitations, agendas, minute taking, and maintaining action registers to track follow-up actions through to completion.

• Provide logistical and administrative support for meetings, consultations, events and site activities, including room bookings, vehicle coordination, and basic travel arrangements, as required.

Contract, Procurement & Finance Support

• Support contract administration processes under the direction of the Senior Program Manager and Project Manager, including document preparation, filing, tracking correspondence, and following up agreed actions.

• Assist support basic procurement and finance administration activities, including obtaining quotations, tracking invoices, and maintaining procurement and payment registers in accordance with FPSP procedures.

• Support Senior Program Manager and Project Manager to liaise with the Platform Management Unit (PMU) Finance and Operations teams to support timely processing of invoices, payments, and reimbursements.

Site Visits, Registers & Compliance

• Support and participate in site visits and stakeholder engagement, as directed, to assist with monitoring progress, capturing observations, and supporting the preparation of site and progress reports.

• Support the management of project specific stakeholder enquiries, strengthening timely decision‑making, risk management, and effective program delivery.

• Maintain accurate and up-to-date project specific registers and trackers, including risk registers, issue logs, MEL registers and procurement trackers to support effective monitoring of project deliverables.

• Support maintenance of accurate project records to meet audit, reporting, and compliance requirements, including OHS, safeguarding, and partner compliance records within FPSP systems.
  Reporting & General Support
  •    Assist with collation of inputs, data, and supporting documentation for monthly, 6-monthly, annual and other reporting requirements and internal updates.

Reporting & General Support

• Assist with collation of inputs, data, and supporting documentation for monthly, 6-monthly, annual and other reporting requirements and internal updates.

• Provide general administrative and coordination support as required to enable efficient delivery of Infrastructure program activities.

• Perform other duties as reasonably directed by the Senior Project Manager, Project Manager, or Team Leader – Infrastructure, consistent with the role. 

Selection Criteria:

Qualifications

• Diploma or certificate in business administration, administration, office management or a related field, or equivalent relevant experience.

• Engineering or project management experience highly regarded.

• Training in project administration or document control is an advantage.

Skills and Experience

• 3+ years’ experience in an administrative, program support or project support role.

• Experience providing administrative and coordination support, including meeting coordination, minute taking, document management and record keeping.

• Experience supporting projects in infrastructure, construction or development programs is desirable but not essential.

• Strong organisational skills with the ability to manage multiple tasks and maintain accurate records.

• Experience using MS Office (Word, Excel, PowerPoint, Outlook) and shared document management systems (e.g. SharePoint or similar).

• Ability to maintain registers and trackers accurately, following established templates and processes.

• Basic experience supporting procurement and financial administration processes, such as obtaining quotations, raising purchase requests, tracking invoices and maintaining simple registers.

• Good written and verbal communication skills.

• Ability to liaise professionally with internal team members and external service providers.

• Confidence in coordinating meetings, workshops and basic travel or logistics arrangements.

• Well organised, reliable and detail oriented.

• Able to follow established procedures and work under the guidance of Project Managers.

• A collaborative team member with a positive, can-do approach.

How to apply: