Program Overview: 

FPSP, also referred to as the ‘Platform’, a Department of Foreign Affairs and Trade (DFAT) investment, 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, 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. 

AFHP Overview:

The Fiji Program Support Platform (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.

The Australian Government is supporting Fiji’s health sector through the Australia Fiji Health Program (AFHP, the Program) working with the Ministry of Health and Medical Services (MHMS).

The program’s high-level End of Program Outcomes (EOPOs) are:

• Improved systems are used by MHMS and health workers for evidence-based planning and resource allocation (workforce and budget), clinical care, digital health and medical supply chains; and 
• Targeted healthcare facilities equitably deliver improved primary health services, with a focus on sexual and reproductive health and rights (SRHR) and non-communicable disease (NCD) services. 

The funding for the program is approximately AUD 45million over 9 years (5 years, with an option to extend a further 4 years) and delivered through a range of activities (interventions) to achieve the program’s objectives where implementation modalities include technical advice, procurement of technical services and goods, minor works and infrastructure upgrades, capacity building and training support, support to Ministry led initiatives and innovations, and grants to civil society organisations (CSOs).

AFHP is designed to support the MHMS achieve the goals and objectives in its Strategic Plan and Annual Operational Plans, and AFHP’s workplans are targeted to support specific components of the Ministry’s plans.

Recent natural disasters such as cyclones, and public health emergencies in Fiji including COVID-19 have highlighted major challenges for pandemic preparedness and response during epidemics and other health emergencies. In this context, around 10% of program funding will be allocated for MHMS to assign to emerging needs and priorities as they arise. Funding may be allocated toward preparedness and responses to public health emergencies, or related opportunities for reform and innovation. 

Position Summary:

The Operations Coordinator will provide operations support to the implementation of key AFHP activities. Under the direction of the Program Manager (Health) this position will lead the coordination of procurement activities for Health program and provide a broad range of program support functions, such as contracting, operational coordination, support to financial processes (in coordination with the Finance Coordinator), office coordination (in conjunction with the Platform Management Unit), workshop planning and coordination, and safeguards support to the health team (particularly on PSEAH, Child Protection and Fraud compliance).  

The Coordinators support will be critical to the effective implementation of activities and projects according to the project design, work plans, budgets and overarching activity or program goals.

The role is also responsible for maintaining strong operational systems, ensuring compliance with procurement and program processes, and supporting effective planning, coordination, and tracking across AFHP activities. 

Key Responsibilities:

Procurement for AFHP (in close collaboration with the Platform Management Procurement and Contracts Team):

• Lead simple and complex procurement for goods and supporting procurements for services for AFHP in accordance with Platform processes and procedures.
• Ensure that procurement policies and procedures are followed (e.g., correct procurement method to be used), including identifying and addressing any areas for improvement or risks and raising with the Program Manager Health.
• Manage inventories and maintaining accurate purchase and pricing records.
• Maintain and updating supplier information, such as delivery times, product ranges, and contact details. This includes keeping an updated Platform preferred supplier list.
• Maintain good supplier and counterpart relations and negotiate contracts.
• Research and evaluate prospective suppliers to broaden the supplier network and providing recommendations to the Program Manager – Health.
• Complete other procurement related requests as required under tight timeframes.
• Support procurement planning by working with program leads to identify upcoming procurement needs aligned to approved workplans.
• Identify procurement lead times, dependencies, and risks, and escalate delays or constraints to the Program Manager Health.
• Ensure procurement readiness, including clearly defined scope and confirmed approvals prior to initiation.
• Support coordination of procurement processes, including follow-up with suppliers, contractors, and internal teams to ensure timely delivery. 

Minor works activities at hospitals and health facilities:

• Support administration for minor works activities at identified health facilities including facilitation of any agreements, monitoring progress against agreed timelines and deliverables.
• Maintain records of works progress, variations, and completion documentation.  
• Coordinate with hospital/divisional and MHMS Asset Management Units and other Ministries (such as the Ministry for Public Works) as required.
• Manage and highlight risks associated with contractor compliance and delivery of works, fraud, and patient and staff safety. 

Logistics support activities:

• Manage logistics arrangements for high level conferences, workshops and other program activities, including travel, venues, and participant coordination.
• Coordinate end-to-end activity and event management processes, including planning, implementation, and post-activity follow-up.
• Support preparation of activity documentation including briefing notes, agendas, participant lists, and post-activity summaries.
• Ensure all logistical arrangements align with approved activity plans and timelines.
• Organise travel logistics for staff and participants

GEDSI and safeguarding compliance:

• Support the integration of gender equality, disability inclusion and social inclusion (GEDSI) through all stages of design and implementation for relevant activities, drawing on specialist inputs from the Platform GEDSI team.
• Act as a focal point for child protection and the Prevention and Sexual Exploitation Abuse and Harassment (PSEAH) within the AFHP  
• Actively participate in the Platform Safeguarding Working Group
• Ensure all project and activities within the health program comply with the Platform’s Child Protection and PSEAH Plans, in line with Abt and DFAT policies. 

Reporting and Documentation:

• Maintain accurate and organised records of procurement, logistics, and program activities in line with Platform requirements.
• Support preparation of operational inputs into program reporting, including activity updates and implementation progress.
• Ensure documentation is complete, compliant, and audit-ready for assigned activities. 

Partnerships and Networking:

• Support the coordination of communications and public diplomacy activities in relation to relevant activities in collaboration with the Platform and MHMS communications teams.
• Act as a focal point for AFHP coordination with OPDs, CSOs and organisations focused on assistive devices, rehabilitation and disability inclusion.
• Represent the organization in relevant forums, networks, and working groups.
• Act as a coordination point between AFHP team, MHMS counterparts, contractors, and suppliers to support timely follow-up on actions, approvals, and deliverables.
• Support routine engagement with stakeholders to facilitate implementation and resolve operational issues.

Risk Management Support:

• Identify and escalate operational and procurement-related risks affecting activity implementation.
• Support tracking of mitigation actions in coordination with program leads.
• Contribute operational inputs to risk reporting as required

Internal Coordination and Operational Support:

• Support coordination of meetings and preparation of materials, including minute-taking, and tracking of action items to support effective follow-up
• Maintain operational trackers (e.g. activity schedules and logistics plans) to support implementation.
• Support recruitment processes as required, including coordination of applications, preparation of shortlisting materials, and logistical support for interviews.
• Support onboarding processes for new staff, including coordination of workspace readiness, access, and administrative arrangements with relevant Platform teams.
• Support staff offboarding processes, including coordination of administrative requirements and handover arrangements in consultation with relevant Platform teams.
• Support continuous improvement of operational processes and systems to enhance efficiency and compliance.
• Support preparation of routine operational communications, including internal updates and briefing summaries.
• Ensure communications are clear, consistent, and aligned with Platform standards.

Any other duties as reasonably requested by the Program Manager Health.

Key Working Relationships:

Reporting to: 

• Program Manager Health 

Other:

• Platform Management Unit Procurement and Contracts Team
• Team Leader Health
• AFHP Operations Team and project leads 

Selection Criteria:

Qualifications

• Tertiary qualification in a relevant field such as business, finance, administration, public health or another related field. 
• Specialised training in procurement and/or project management is an advantage.

Experience

• Experience in office and logistics administration preferably in donor partner environment
• Experience in complex procurement, development activities or projects or similar business environment where efficient and effective delivery is the priority. Experience supporting health
• programs/projects is an advantage.
• Demonstrated experience with diverse stakeholders in private sector, government, civil society and developing the skills of others.

Knowledge and Skills

• Effective skills and ability to organise and coordinate.
• Strong attention to detail and ability to manage detailed tracking systems.
• Good communication skills, with ability to advocate effectively and communicate sensitively across different constituencies.
• Ability to support monitoring stages of projects/program implementation.
• Ability to establish strong working relationships with colleagues from different organisations.
• Strong understanding of healthcare operations, clinical workflows, and healthcare regulations and standards.
• A demonstrated commitment to child protection and the Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH)) 
   

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Abt is a mission-driven, global leader with a proven track record in complex program implementation in the international development sector. We offer bold solutions and technical excellence in Health, Economic Growth, Governance, Research & Evaluation & Energy. Working with our many partners, we have driven measurable impact for more than 55 years, to achieve our mission of improving the quality of life and economic well-being of people worldwide. We operate in remote and challenging environments and employ more than 3000 staff in over 50 countries.