FIJIAN ELECTIONS OFFICE

JOB DESCRIPTION: COMPLIANCE COORDINATOR (1x) [F1/2024]

1. Position Level: Coordinator (Ongoing, initial 3-year contract)
2. Salary Range:  FJ$30,000 to FJ$55,000 per annum, full package
3. Duty Station:    Suva.
4. Reporting Responsibilities:
   1. Reports to:   Manager Legal
   2. Liaises with:    FEO Staff, Political Parties and other stakeholders
   3. Subordinates:  Legal Officer

This position ensures that the FEO maintains best practice and is well prepared for subsequent elections through the thorough internal review of all policy, procedures and practices implemented during completed Elections and the provision of recommendations on improvements for future elections. This position also ensures that Political Parties comply with the Political Parties (Registration, Conduct, Funding and Disclosures) Act 2013.

KEY DUTIES

The position will achieve its purpose through the following key duties.  In accordance with legislative requirements and to meet the operational needs of the FEO:

1. Provide independent advice to Management on all internal operational policies and procedures as they are developed with regard to risk management, lessons learnt from previous elections and compliance with relevant legislation and best practice;

2. Provide advice to management on operational policy and procedure implications of official report recommendations or changes in relevant legislation;

3. Monitor the submission of financial disclosures of political parties;

4. Manage the affairs of the Registrar of Political Parties with political parties; and

5. Manage any other project assigned by the Executive Management.

KEY PERFORMANCE INDICATORS

Performance will be measured through the following indicators:

1. All relevant changes in legislation or official report recommendations pertaining to the operational areas of the FEO identified and advice provided to Management on the procedural implications for FEO.

2. Political Parties’ compliance to relevant laws is maintained.

3. Provision of sound advise to FEO managers and coordinators.

PERSON SPECIFICATION

The Knowledge, Experience, Skills and Abilities required to successfully undertake this role are:

Knowledge and Experience

1. At least 3 years’ experience in the development, implementation, review, management and/or monitoring of work practices to identify compliance with legislation, public sector policy and procedure;

2. Practical knowledge of Fijian Electoral procedures and practices;

3. Knowledge of International Best Practice in electoral procedures;

4. Understanding of the Fijian Constitution (2013) and applicable electoral laws of Fiji.

QUALIFICATION

University Degree in Law, Elections Management, Audit, Public Policy or similar is essential.  Successful completion of courses in Elections management (e.g. BRIDGE) would be highly regarded.

Skills and Abilities

1. Demonstrated ability to work with staff at different levels and from different backgrounds and experience;

2. Ability to review current electoral practice, policy and procedures and to identify their compliance with relevant legislation, best practice or areas that require attention;

3. Ability to provide advice and recommendations for change to Senior Management;

4. Demonstrated ability to maintain confidentiality and neutrality in a sensitive environment;

5. Capacity to utilise computer programs to support the operations of complex organisation;

6. Service oriented approach with a commitment to supporting the operational and corporate environment of the organisation.

Personal Character and Political Neutrality

All applicants for employment in the Fijian Elections Office (FEO) must be in sound health, with a clear police record and be politically neutral. The successful applicant will be required to provide a police clearance report.

The Fijian Elections Office (FEO) operates in a politically sensitive environment.  Any person who is, and is seen to be active in political affairs and intends to publicly carry on this activity, may compromise the strict political neutrality of the FEO and cannot be considered for employment.

FIJIAN ELECTIONS OFFICE

Job Title: COMPLIANCE COORDINATOR [F1/2024]

1. At least 3 years’ experience in the development, implementation, review, management and/or monitoring of work practices to identify compliance with legislation, public sector policy and procedure


2. Practical knowledge of Fijian Electoral procedures and practices


3. Knowledge of International Best Practice in electoral procedures


4. Understanding of the Fijian Constitution (2013) and applicable electoral laws of Fiji


5. Describe how do you meet the skills and abilities as stated in the Job Description.

FIJIAN ELECTIONS OFFICE

JOB DESCRIPTION: LEARNING & DEVELOPMENT COORDINATOR (1x) [F2/2024]

1. Position Level: Coordinator (Ongoing, initial 3-year contract)
2. Salary Range:  FJ$30,000 to FJ$55,000 per annum, full package
3. Duty Station:    Suva, limited travel to provinces and districts required.
4. Reporting Responsibilities:
   1. Reports to:   Manager Learning and Development
   2. Liaises with:    FEO Directors, Managers and Staff
   3. Subordinates:  Learning and Development Officer, Training Assistant

This position coordinates the planning and delivery of training and staff development activities to ensure that appropriately trained and qualified staff are available to support election operations in a timely, efficient and effective manner. Also responsible for conceptualising, designing and implementing voter education initiatives for stakeholders.

KEY DUTIES

This position will achieve its purpose through the following key duties.  Working with relevant stakeholders at the FEO, and in accordance with legislative requirements and to meet the operational needs of the FEO:

1. Develops and implements a learning strategy and program that are aligned with the organization’s objective.

2. Working closely with various leaders across the organisation and having a full understanding of their units and learning and development requirements. 

3. Design and implement learning and development assessment tools;

4. Develop and implement all learning and development plans, and training logistics (including Election Officials training plan and staff development plans);

5. Coordinate evaluation reports, recommendations on learning and development activities to management;

6. Identify, design and develop learning and development programs (outsourced and or in-house).

7. Design and produce learning and development materials, including e-learning courses, workshops and other trainings;

8. Prepare Learning and Development Budget;

9. Responsible for meeting FNU Levy requirements;

10. Compiling learning and development reports as and when required;

11. Conceptualise, design and implement voter education initiatives;

12. Conduct assessment of voter education initiatives; and

13. Provide key input to key sections of the corporate and operational plans.

KEY PERFORMANCE INDICATORS

Performance will be measured through the following indicators:

1. Learning and development needs identified and implemented for competency gaps;

2. Learning and development designs and assessment tools addressed;

3. Learning and development plans developed, approved and implemented;

4. Voter education initiatives identified and implemented;

5. All activities in Strategic Plan completed and delivered as planned;

PERSON SPECIFICATION

The Knowledge, Experience, Skills and Abilities required to successfully undertake this role are:

Knowledge and Experience

1. 3 years of experience in Adult training or Professional Training and experience in a training department of a complex organisation;

2.  Able to design and produce relevant learning and development materials including e-learning courses and familiarity with e-learning platforms;

3. 3 years of experience in instructional design or technical writing;

4. Experience in project management and budgeting;

5. At least 2 years of experience in designing or delivering voter or civic education programs;

6. Knowledge of Electoral Systems and the support mechanisms required to ensure their success;

7. Understanding of the Fijian Constitution (2013) and electoral laws of Fiji;

8. Understanding of teams and how to build and maintain high performing teams;

9. Knowledge of Fijian culture and customs.

QUALIFICATION

University Qualification in Law, Politics, Management, Human Resources or equivalent field.

Skills and Abilities

1. Demonstrated ability to motivate staff at different levels and from different backgrounds and experience;

2. Excellent public speaking, written and listening skills.

3. Demonstrated ability to analyse and solve complex problems, in a resource constrained environment;

4. Demonstrated ability to maintain confidentiality and neutrality, in a sensitive environment;

5. Capacity to utilise computer programs to support the operations of complex organisation;

6. Service oriented approach, with a commitment to supporting the operational / corporate environment of the organisation.

Personal Character and Political Neutrality

All applicants for employment in the Fijian Elections Office (FEO) must be in sound health, with a clear police record and be politically neutral. The successful applicant will be required to provide a police clearance report.

The Fijian Elections Office (FEO) operates in a politically sensitive environment.  Any person who is and is seen to be active in political affairs and intends to publicly carry on this activity, may compromise the strict political neutrality of the FEO and cannot be considered for employment.

FIJIAN ELECTIONS OFFICE

Job Title: LEARNING & DEVELOPMENT COORDINATOR [F2/2024]

1. 3 years of experience in Adult training or Professional Training and experience in a training department of a complex organisation


2. Able to design and produce relevant learning and development materials including e-learning courses and familiarity with e-learning platforms


3. 3 years of experience in instructional design or technical writing


4. Experience in project management and budgeting


5. At least 2 years of experience in designing or delivering voter or civic education programs;


6. Knowledge of Electoral Systems and the support mechanisms required to ensure their success


7. Understanding of the Fijian Constitution (2013) and applicable electoral laws of Fiji


8. Understanding of teams and how to build and maintain high performing teams


9. Knowledge of Fijian culture and customs


10. Describe how do you meet the skills and abilities as stated in the Job Description.

FIJIAN ELECTIONS OFFICE

JOB DESCRIPTION: LEARNING AND DEVELOPMENT OFFICER (1x) [F3/2024]

1. Position Level: Officer (Ongoing, initial 3-year contract)
2. Salary Range:  FJ$25,000 to $40,000 per annum, full package
3. Duty Station:    HQ, travel required throughout Fiji.
4. Reporting Responsibilities:
   1. Reports to:   Learning and Development Coordinator
   2. Liaises with:    Directors, Managers and Stakeholders
   3. Subordinates:  Nil

This position designs and delivers learning and development programs and voter education initiatives for FEO staff, Election Officials, stakeholders and communities throughout Fiji.

KEY DUTIES

This position will achieve its purpose through the following key duties.  Working with relevant FEO staff in accordance with legislative requirements and the operational timing of the General/other Elections.

1. Design and develop learning and development programs and packages.

2. Contribute to the final proof of materials for all learning and development requirements to international standards;

3. Undertake Learning Needs Assessment and develop Learning and Development Plans;

4. Deliver training to election officials and relevant stakeholders in accordance with the approved curriculum and materials;

5. Assess and evaluate effectiveness of all learning and development programs delivered and provide reports to Learning and Development Coordinator.

6. Conceptualise, design and implement voter education initiatives.

KEY PERFORMANCE INDICATORS

Performance will be measured through the following indicators:

1. Quality learning and development programs conducted, assessed and evaluated in accordance with the curriculum and the Learning & Development Plans;

2. Reports provided on learning and development programs conducted, results achieved by participants and evaluation of the program.

3. Quality voter education initiatives designed and implemented.

4. Reports provided on voter education initiatives conducted.

PERSON SPECIFICATION

The Knowledge, Experience, Skills and Abilities required to successfully undertake this role are:

Knowledge and Experience

1. Experience as an Adult Trainer is required;

2. Experience in instructional design or technical writing;

3. Understanding of adult learning principles with a sound knowledge of training techniques and methods for delivering workplace training to suit different participant levels and needs;

4. Understanding of electoral processes and the skills required to deliver successful elections;

5. Experience in designing or delivering voter or civic education programs.

6. Understanding of the Fijian Constitution (2013) and applicable electoral and media laws of Fiji;

QUALIFICATION

Tertiary Level Qualification in Law, Politics, Education, Public Administration, Human Resources or equivalent field.

Skills and Abilities

1. Excellent training delivery skills and the ability to communicate with people from wide range of backgrounds, education levels and experience;

2. Demonstrated ability to work as part of a team and to follow instructions to meet tight and immovable deadlines;

3. Ability to assess learners and provide substantiated reports to management on training assessment results;

4. Ability to evaluate training and to provide reports to management on evaluation conducted;

5. Ability to conceptualise, design and implement voter education initiatives;

6. Demonstrated ability to maintain confidentiality and neutrality in a sensitive environment;

7. Service oriented approach with a commitment to support the operational / corporate environment of the organisation.

Personal Character and Political Neutrality

All applicants for employment in the Fijian Elections Office (FEO) must be in sound health, with a clear police record and be politically neutral. The successful applicant will be required to provide a police clearance report.

The Fijian Elections Office (FEO) operates in a politically sensitive environment.  Any person who is, and is seen to be active in political affairs and intends to publicly carry on this activity, may compromise the strict political neutrality of the FEO and cannot be considered for employment.

FIJIAN ELECTIONS OFFICE

Job Title: LEARNING AND DEVELOPMENT OFFICER [F3/2024]

1. Experience as an Adult Trainer is required


2. Experience in instructional design or technical writing


3. Understanding of adult learning principles with a sound knowledge of training techniques and methods for delivering workplace training to suit different participant levels and needs


4. Understanding of electoral processes and the skills required to deliver successful elections


5. Experience in designing or delivering voter or civic education programs


6. Understanding of the Fijian Constitution (2013) and applicable electoral and media laws of Fiji


7. Describe how do you meet the skills and abilities as stated in the Job Description.

FIJIAN ELECTIONS OFFICE

JOB DESCRIPTION: WAREHOUSE SUPERVISOR (1x) [F4/2024]

1. Position Level: Officer (Ongoing, 3-year initial contract)
2. Salary Range:  FJ$25,000 to FJ$40,000 per annum, full package.
3. Duty Station:    Suva, limited travel to provinces and districts may be required.
4. Reporting Responsibilities:
   1. Reports to:   Manager Procurement & Asset Management
   2. Liaises with:    FEO staff & Stakeholders
   3. Subordinates:  Nil

This position manages the assets and inventory in the warehouse. The storeman is responsible for undertaking regular stocktake to ensure stores under his/her control are properly authorized and recorded. The Storeman is also responsible for ensuring security for all items purchased and stored at the warehouse and facilitates procurement of all stores and assists audit in audit procedures. Keeps proper and accurate despatch records.

KEY DUTIES

This position will achieve its purpose through the following key duties.  Working with relevant FEO staff and service providers, in accordance with legislative requirements and the operational timing of the general/other elections and to meet operational/corporate needs of FEO:

1. Executes the receiving and dispatching of FEO assets.

2. Maintains effective asset control at all times

3. Uses an effective stock system to organize and manage stock

4. Review inventory, records and departmental uses of supplies in order to prevent over stocking of materials with a low turnover rate

5. Manage Stock re-order level in order to maintain or carry efficient stock for all projects and departmental use

6. Updating Inventory & Asset management system on daily basis and ensuring the numbers reconcile with the physical stock.

7. Preparing stock requests and administers all paper works as per defined process and procedures.

8. Keeps storeroom clean and tidy and ensures stock is stored in a clean and safe environment

9. Carry out monthly stock takes for fast moving and expensive items; reconcile with IAMS and stock card

10. Weekly inspection of warehouse fleet and ensure servicing is carried out in timely manner (communicate the same with fleet team)

11. Carry out general stock take every six (6) monthly and submit variance report to manager

12. Prepare BOS listing and assist in disposal of items.

13. Ensure the warehouse complies with all OHS and hazard standards.

14. Carry out procurement and asset management duties.

KEY PERFORMANCE INDICATORS

Performance will be measured through the following indicators:

1. All assigned administration tasks in support of the designated Project, Ongoing, Operational, Strategic and Corporate Plan are completed in accordance with approved FEO policy and procedures within tight deadlines and of high-quality standard.

2. All reports provided to the Manager Procurement & Assets as required in timely manner.

3. Effective management of assets and inventories through inventory & asset management system and ensuring physical stock count matches the data entry into the system.

PERSON SPECIFICATION

The Knowledge, Experience, Skills and Abilities required to successfully undertake this role are:

Knowledge and Experience

1. At least 3 years’ experience as storeman and providing logistics support;

2. Understanding of the Fijian Constitution (2013) and applicable electoral laws of Fiji;

3. Understanding of teams and how to work effectively within a team environment;

4. Experience using computer software for entering and maintaining of data.

5. Needs to have a valid group 2 license

6. Forklift license will be an added advantage, however, is not compulsory

7. Ability to prepare project submission and completion reports

QUALIFICATION

Tertiary Qualification either in Warehouse or Inventory Management or any relevant field with experience in managing large warehouse.

A Valid Driving Licence with Defensive Driving Certificate will be an added advantage.

Skills and Abilities

1. Demonstrated ability to deliver logistics for large scale exercises to meet legislative requirements;

2. Ability to accept, understand and follow instructions regarding administrative work;

3. Demonstrated ability to work as part of a team and to follow instructions to meet tight and immovable deadlines;

4. Demonstrated ability to use computer software to achieve operational and corporate goals and to check and correct own and other’s work;

5. Demonstrated ability to maintain confidentiality and neutrality, in a sensitive environment;

6. Service oriented approach, with a commitment to supporting the operational / corporate environment of the organisation.

7. Ability to produce work of high-quality standard and attention to detail and accuracy.

Personal Character and Political Neutrality

All applicants for employment in the Fijian Elections Office (FEO) must be in sound health, with a clear police record and be politically neutral. The successful applicant will be required to provide a police clearance report.

The Fijian Elections Office (FEO) operates in a politically sensitive environment.  Any person who is, and is seen to be active in political affairs and intends to publicly carry on this activity, may compromise the strict political neutrality of the FEO and cannot be considered for employment.

FIJIAN ELECTIONS OFFICE

Job Title: WAREHOUSE SUPERVISOR [F4/2024]

1. At least 3 years’ experience as warehouse supervisor and providing logistics support


2. Understanding of the Fijian Constitution (2013) and applicable electoral laws of Fiji


3. Understanding of teams and how to work effectively within a team environment;


4. Experience using computer software for entering and maintaining of data


5. Needs to have a valid group 2 license


6. Forklift license will be an added advantage, however is not compulsory


7. Ability to prepare project submission and completion reports


8. Describe how do you meet the skills and abilities as stated in the Job Description.