Executive Support Unit Senior Administrator - Fiji Program Support Platform

Fiji Program Support Platform (FPSP)

• Seeking expression of interest from suitably qualified applicants with strong executive and governance support, program administration or a similar role, preferably within development programs, international organisations, government, or complex multi-stakeholder environments. 
• The Executive Support Unit provides centralised executive coordination, governance support, and contract oversight across the Platform's levels of Governance and acts as a key interface between the Platform Management Unit, Sector Programs, and DFAT. 
• Roles are Suva-based and open to National candidates only

Platform Overview 

FPSP (the ‘Platform’) is a Department of Foreign Affairs and Trade (DFAT) investment which assists DFAT to deliver Fiji’s national development priorities, in line with Australia’s International Development Policy, the Fiji-Australia Vuvale Partnership and the Development Partnership Plan for Fiji.  

The Platform supports DFAT to 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, and 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, 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 (GoF) 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. 

ESU Overview:

The Platform has two levels of governance. 

• Level 1 – Whole-of-Platform - governance arrangements aim to ensure that the mechanism efficiently and effectively carries out its functions and delivers the intended results under each Outcome. 
• Level 2 – Service Order - governance arrangements must ensure adequate supervision of individual programs and activities to achieve intended outcomes/results.

The Executive Support Unit (ESU) is a core function of the Platform Management Unit (PMU), providing centralised executive coordination, governance support, and contract oversight across the levels of Governance and acting as a key interface between PMU Hubs, Sector Programs, and DFAT to strengthen strategic coherence, consistent governance, and timely delivery.

The Platform is also engaged by DFAT to deliver activities under a Multi‑Sector Services Order (MSSO). As part of DFAT’s commitment to providing flexible and responsive support to the Government of Fiji, this contracting modality enables the Platform to provide advisory, non‑advisory and ad‑hoc support services for DFAT that respond to emerging priorities which do not necessarily align with existing sectoral programs and may operate across a range of Government of Fiji agencies.

Position Summary:

The ESU Senior Administrator will sit within the Executive Support Unit (ESU) and will provide high quality administration, coordination, secretariat and planning support to the Senior and Executive Leadership Team and Platform Leader.  

The role plays a key enabling function in strengthening Platfrom-wide coherence, ensuring that executive priorities, governance requirements, and contractual deliverables are coordinated, tracked, and delivered to an agreed standard. The role will also provide dedicated coordination support to the Multi‑Sector Service Order (MSSO) during periods of high Tasking Note volume. 

Key Responsibilities

• Provide executive‑level administration support to PMU senior and executive leadership.
• Coordinate meetings, including calendar bookings, development of agendas, coordination of meeting papers; drafting meeting minutes. 
• Ensure that calendar entries for the governance mechanisms are up to date in the FPSP Governance meeting calendar, and work with the Communications Team for the whole-of-platform calendar to ensure alignment. 
• Manage and maintain tracking registers and records to monitor deliverables, client approvals, progress toward management actions.
• Actively track decisions and management actions arising from governance forums, executive meetings, and DFAT engagements, and coordinate follow‑up with PMU Hubs and Sector Programs to ensure actions are progressed, completed, and reported as required.
• Support to reduce fragmentation across PMU and Sector Programs by leading follow up 
• Work closely with ESU colleagues to:
  • keep abreast of strategic and thematic priorities, upcoming deadlines and events.
  • provide responsive support to DFAT counterparts in relation to meetings, requests and ad hoc requests. 
  • coordinate corporate activities and initiatives. 
  • bring consistency and strategic coherence to governance and delivery processes.
• Provide dedicated coordination support to the Multi‑Sector Service Order (MSSO) during periods of high Tasking Note volume. This may include providing coordination support for:
  • Travel and logistics 
  • Event coordination support
  • Procurement activities
  • Recruitment activities 
• Maintain a high level of confidentiality and use a high degree of discretion.
• Ensure compliance with DFAT and Abt policies and procedures.
• Other duties as requested by the Executive Support Unit Manager.
   

Key Working Relationships:

• Reporting to the Executive Support Unit Manager 
• Working closely with the Program Management Specialist when engaged on Multi Sector Service Order 
• Colloaborating widely with the Senior Leadership Team, PMU Hub Teams and Sector Program Teams
• DFAT representatives 
• Government of Fiji representatives 
   

Selection Criteria:

• Experience working in executive and governance support roles, program administration roles or a similar alternative roles. 
• Experience within development programs, international organisations, government, or complex multi-stakeholder environments (preferred, not essential). 
• Strong executive coordination and secretariat skills with experience in:
  • complex calendar management
  • international travel coordination 
  • organising high-level governance and committee meetings, 
  • supporting senior leadership meetings, including preparation of agendas and breifing papers, drafting minutes, tracking actions and managing follow-up requirements with accuracy and professionalism.
  • experienced user of the Microsoft Office suite of software programs.
• Ability to proactively anticipate requirements, resolve issues, and ensure the smooth delivery of executive and governance activities.
• Ability to manage competing priorities, use sound judgement and maintain attention to detail in a complex, fast-paced and high-volume work environment.
• Strong written communication skills, including the ability to prepare clear emails, meeting records, briefs, updates and reports for internal and external stakeholders.
• Demonstrated ability to work independently and proactively, taking ownership of responsibilities, identifying and addressing needs before they arise, and delivering high-quality outcomes with minimal direction or supervision.
• Demonstrated ability to operate with innovation, adaptability, flexibility, and resilience to accommodate change in a complex, high-energy environment. 

How to Apply:

Please apply online by submitting:

• a cover letter clearly addressing how you meet the selection criteria outlined above 
• a comprehensive, up to date CV.  

For more information on a specific opportunity, reach out to our recruitment team via email: recruitment@fpsp.org.fj

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