Senior Procurement and Contracts Specialist - Fiji Program Support Platform

Fiji Program Support Platform (FPSP)

• Seeking a qualified specialist with five to ten years experience in relevant senior procurement and contracts roles  
• Successful candidate will have experience managing complex procurement processes and negotiating and developing contracts of various types. 
• Practical experience with procurement and contracts management within the infrastructure sector highly desirable.     
• Experience working on donor-funded programs and a strong understanding of public procurement regulations and best practices, including the Commonwealth Procurement Rules 
• Open to National and International applicants
• Long term role until 31 December 2028
• Based in Suva, Fiji  

Program Overview:   

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

The Platform delivers key bilateral programs, such as health, education, scholarships, social infrastructure, governance, climate and emergency preparedness and response. Platform activities 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, 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. 

Infrastructure Programs Overview:

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

• The Colonial War Memorial (CWM) Hospital Redevelopment Master Plan will deliver a comprehensive masterplan for a new national referral hospital. 
• Fiji Social Infrastructure Program (FSIP) will support upgrades to school infrastructure, commencing with priority schools identified through an audit of Suva-Nausori school infrastructure; 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.

These programs compliment other infrastructure investments that are delivered through the Australian Infrastructure Financing Facility for the Pacific (AIFFP).
 

Position Summary: 

The Senior Procurement and Contracts Specialist (the Specialist) will lead the provision of procurement and contracting technical services to the FPSP Infrastructure program portfolio. This person will be a critical resource for the complex approaches to market, contracting activities and subsequent contract management within the portfolio of the Infrastructure Programs and report directly to the Infrastructure Team Leader and indirectly report to the FPSP Platform Management Unit (PMU) Procurement and Contracts Manager. This approach is to ensure quality, compliant and timely procurement and contracting activities are undertaken to meet the needs of the programs and of the Platform.

Key Responsibilities:

• Lead end-to-end implementation of procurement and contracting processes for Infrastructure programs, including:
  • Market analysis and briefings
  • Approaches to market / requests for proposals or quotes
  • Evaluation and selection processes
  • Contract development, negotiations and execution processes
  • Contracting due diligence in accordance with program head contract requirements and DFAT guidance including relevant list checks, company registrations and coordinating Safeguarding assessments.
• Provide timely advise and guidance on procurement and contracting processes, including tendering, supplier selection, and contract requirements.
• Collaborate with Platform Cross-cutting Priorities Hub on tender documents to integrate climate and GEDSI requirements in all documents. 
• Provide advice and support the development of scopes of work and preparation of contract and procurement documentation for procurement activities.
• Work with the Platform Management Unit Procurement and Contracts Team to maintain the central and program specific Contracts and Procurement Register and to develop and maintain an annual procurement pipeline for Infrastructure programs.
• Ensure appropriate documentation and records of processes are effectively filed. 
• Ensure all procurement activities are performed in a fully professional, transparent, and ethical manner and deliver value for money. 
• Ensure consistent implementation of Fraud and Safeguarding policies and procedures, in collaboration with the PMU Cross Cutting Priorities Hub and Operations Hub. 
• Identify and report any cases of suspected fraud as well as be Fraud Control Officer and assist with fraud reporting, mitigation and training.
• Assist with compliance training activities including staff training, risk and mitigation and support risk mitigation and reporting.
• Where necessary, support the onboarding of selected suppliers in relation to compliance and site mobilisation requirements.
• Manage processed for contract variations as the need arises.
• Ensure compliance with client and organisational policies and relevant legal and regulatory requirements.
• Ensure value for money through effective procurement and thorough contracting practices.
• Build effective relationships with the staff, contractors and stakeholders as required, including interfacing with Abt Head Office (Brisbane) as needed.

Key Deliverables: 

• Development of quality tender documents, bid evaluations, tender selection reports.
• Timely execution of contracts. 
• Timely and efficient end-to-end procurement processes following in accordance with the Commonwealth Procurement Rules, Abt Global policies and other relevant standards.
• Provision of relevant reports and date to support FPSP reporting requirements. 
• Effective collaboration with PMU Cross-cutting Priorities Hub and Operations Hub. 
• Accurate procurement and contract records maintained.
• Contractual issues and disputes managed effectively.

Key Working Relationships:

Reporting to

• Directly reporting to: Team Leader, Infrastructure 
• Indirectly reporting to: Procurement & Contracts Manager
   

Other

• Infrastructure Sector Program Team 
• Platform Hubs (Operations, Cross-cutting Priorities and Performance, Learning and Communications)
• Abt Home Office (largely Program Delivery Team and Contracts Team)
• Other counterparts as relevant i.e. Ministry or DFAT counterparts
• Sub-contractors and other Platform partners as relevant  
    

Selection criteria

Qualifications 

• Relevant degree or professional qualification in procurement, supply chain management, or a related field.
• Legal background would be an added advantage

Experience

• Demonstrable experience in complex procurement and contract management (at least 10 years in relevant roles).
• Practical experience with procurement and contracts management within the infrastructure sector highly desirable. 
• Understanding of, (or aligned experience) with Fiji’s operating context. 
• Experience working on donor-funded programs, desirable.
• Strong understanding of public procurement regulations and best practices, including the ability to implement procurement and contracting procedures in line with Commonwealth Procurement Rules and laws and standards relevant to procurement activities
• Excellent negotiation, communication, and organisational skills.
• High level attention to detail. 
• Ability to manage multiple deadlines and maintain high-quality outputs.
• Exceptional analytical, written and verbal communication skills, with the ability to lead the production of high-level reports
• Proficiency in procurement software and MS Office applications

How to Apply: