FIJIAN ELECTIONS OFFICE

JOB DESCRIPTION: SYSTEM ANALYST/PROGRAMMER (1) [G1/2021]

1. Position Level: Coordinator (Ongoing, HQ Core Staff)
2. Salary Range:  FJ$45,000 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 Development Services
   2. Liaises with:    SOE, other FEO Directors and staff as required
   3. Subordinates:  Programmers

This position works within a small project team to identify user needs, develop, test and implement supporting software for the Election Management Information System.

KEY DUTIES

This position will achieve its purpose through the following key duties.  In support of FEO staff to enable them to meet the operational needs:

1. Identify, scope and document user need for the Election Management Information System (EMIS) and other supporting business applications/systems;

2. Identify and document user reporting requirements and efficient use of existing data and software applications;

3. Design, develop and implement business applications / systems to meet FEO requirements and development standards;

4. Produce system and user documentation during the development of the systems;

5. Conduct Systems Testing and User Acceptance Testing;

6. Supervise the debugging and Documentation of tests during Software Development;

7. Implement systems as required, including user and support staff training in the use and maintenance of the EMIS;

KEY PERFORMANCE INDICATORS

Performance will be measured through the following indicators:

1. User needs for the EMIS are identified, documented and incorporated into the development for the EMIS;

2. EMIS is documented, developed, tested and implemented within the planned timeframe and budget;

3. Support and training are provided to users to fully utilise the EMIS.

4. Provide support and technical advice during the design, development, testing and deployment of software applications

5. Meet with stakeholders to identify and document requirements for software applications

PERSON SPECIFICATION

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

Knowledge and Experience

1. At least 3 years’ hands on, practical experience identifying and documenting user requirements for software development;

2. At least 1 year designing systems to suit user requirements;

3. Detailed knowledge of and experience programming and developing applications with ASP.NET, C#, JAVA scripting, PHP scripting, MS-SQL Server, MySQL, coding in Microsoft MVC and knowledge in Azure cloud services will be an added advantage;

4. Knowledge in application and data security will be an added advantage;

5. Experience in core software development;

6. Understanding of Teamwork.

QUALIFICATION

Tertiary Level Qualification in Computing Science and/ or Information System. Industry certified courses in software engineering would be highly regarded.

Skills and Abilities

1. Demonstrated ability to analyse and solve complex information technology problems;

2. Ability to interpret user requirements, document user needs test and implement appropriate software to meet user needs;

3. Capacity to install, maintain and debug computer software to support the operations of a complex organisation;

4. Demonstrated ability to work within a team to meet tight and immovable deadlines;

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. Strong analytical skills

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: SYSTEM ANALYST/PROGRAMMER [G1/2021]

1. At least 3 years’ hands on, practical experience identifying and documenting user requirements for software development


2. At least 1 year designing systems to suit user requirements


3. Detailed knowledge of and experience programming and developing applications with ASP.NET, C#, JAVA scripting, PHP scripting, MS-SQL Server, MySQL, coding in Microsoft MVC and knowledge in Azure cloud services will be an added advantage


4. Knowledge in application and data security will be an added advantage


5. Experience in core software development


6. Understanding of Teamwork


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

FIJIAN ELECTIONS OFFICE

JOB DESCRIPTION: INDUSTRIAL ELECTIONS OFFICER ('Pool Position') [G2/2021]

1. Position Level: Officer (Pool Position) Temporary positions, actual duration of appointment varies (dependent on the need for each Industrial Election as and when held)
2. Salary Range:  FJ$20,000 per annum, pro-rata basis
3. Duty Station:    Suva, Lautoka, Labasa and polling stations throughout Fiji
4. Reporting Responsibilities:
   1. Reports to:   Returning Officer and Manager Industrial Elections
   2. Liaises with:    Manager Industrial Elections, Other FEO staff, Trade Unions, Trade Union Members, Employer of Trade Union Members, Stakeholders, Ministry of Employment and other FEO staff
   3. Subordinates:  Presiding Officers

The position ensures that the Industrial Election is successfully completed in accordance with the respective Trade Union’s Constitution and in compliance with relevant Fijian laws and trade union election procedures in a fair and impartial manner.

KEY DUTIES

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

1. Planning, budgeting and election preparation for the conduct of the industrial elections

2. Check validity of voters and preparation of voter rolls

3. Receive and validate nominations

4. Arrangement/Assessment of Polling Venues and responsible for setting up and closing of the polling station on election day /

5. Publication of relevant notices

6. Oversee the Ballot Paper design and printing

7. Liaise with HR for staffing for each industrial election

8. Arrange with relevant sections for industrial election logistics and ensure all polling materials are received and properly secured and returned after the election

9. Supervise conduct of industrial election including the conduct of election and counting of ballot papers

10. Manage PDW’s in the polling station during the industrial election as well as announce results and submit reports to the Industrial Elections

KEY PERFORMANCE INDICATORS

Performance will be measured through the following indicators:

1. Industrial Election successfully delivered within time frame and in compliance with relevant laws.

2. All documents and materials properly stored after the completion of the industrial election.

3. Relevant reports prepared and distributed to FEO, the Trade Union and Ministry of Employment.

PERSON SPECIFICATION

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

Knowledge and Experience

1. Previous experience in working in a polling station preferably as a Presiding Officer;

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

3. Advanced knowledge of the geography of Fiji, and the logistical constraints involved in servicing the population throughout Fiji;

4. Understanding of teams and how to build and maintain high performing teams in geographically spread locations;

5. Completed Fijian Elections Office run courses for Assistant/Presiding Officers.

Qualification

A pass in Fiji School Leaving Certificate (FSLC) and University Qualification in any relevant field would be an added advantage.

Skills and Abilities

1. Demonstrated ability to plan and manage events in a timely manner;

2. Demonstrated ability to manage and motivate staff to meet tight deadlines;

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

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

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

6. Literacy and numeracy skills

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.  Successful applicants will be required to provide a medical certificate and police clearance as a condition of employment.

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.  All applicants for employment must provide a statement that they are not and do not plan to be, politically active in Fiji.

FIJIAN ELECTIONS OFFICE

Job Title: INDUSTRIAL ELECTIONS OFFICER [G2/2021]

1. Previous experience in working in a polling station preferably as a Presiding Officer


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


3. Advanced knowledge of the geography of Fiji, and the logistical constraints involved in servicing the population throughout Fiji;


4. Understanding of teams and how to effectively develop and manage a high performing team in geographically spread locations;


5. Completed Fijian Elections Office run courses for Assistant/Presiding Officers


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

FIJIAN ELECTIONS OFFICE

JOB DESCRIPTION: ADMINISTRATIVE ASSISTANT ('Pool Position') [G3/2021]

1. Position Level: Assistants (Short term, temporary pool positions to meet project requirements)
2. Salary Range:  FJ$12,000 per annum, pro-rata basis.
3. Duty Station:    Suva, Nausori, Navua, Sigatoka, Nadi, Lautoka, Ba, Tavua, Rakiraki, Labasa, Savusavu. No housing or relocation expenses payable.
4. Reporting Responsibilities:
   1. Reports to:   Designated Project Manager(s)
   2. Liaises with:    As required
   3. Subordinates:  Nil

These positions provide administration, logistics and customer service, supporting the requirements of a particular project or in the day to day administration/operations of the office. Such roles may include, but not limited to, Electronic Voter Registrations (EVR) and Polling Venue Assessment and/or to meet any other corporate, strategic, operational needs of the Fijian Elections Office.

KEY DUTIES

These positions will achieve its purpose through 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. Assist the designated project/ manager to implement the project plans and schedules through the provision of administration, logistics and office support services;

2. Registration of voters and verification of EVR data;

3. Manage/work in a polling station for trade union or other elections;

4. Assess Polling Venues;

5. Provide reports to the designated project manager on progress and any issues with the assigned 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 project manager as required.

PERSON SPECIFICATION

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

Knowledge and Experience

1. At least 1 year work experience in providing administrative support;

2. Understanding of the Fijian Constitution (2013) and applicable Electoral Laws of Fiji;

3. Understanding of team work;

4. Knowledge of Fijian protocols, culture and customs.

Qualification

Tertiary Qualification in Law, Accounting, Human Resources, Procurement, Management or any relevant field.

Skills and Abilities

1. Ability to accept, understand and follow instructions with administrative work;

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

3. Demonstrated ability to use computer systems to achieve operational and corporate goals;

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

5. 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: ADMINISTRATIVE ASSISTANT [G3/2021]

1. At least 1 year work experience in providing administrative support


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


3. Understanding of Teamwork


4. Knowledge of Fijian protocols, culture and customs.


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

FIJIAN ELECTIONS OFFICE

JOB DESCRIPTION: SECURITY OFFICER ('Pool Position') [G4/2021]

1. Position Level: Office Support (Pool Position)
2. Salary Range:  FJ$10,000 per annum, pro-rata basis
3. Duty Station:    Central/Eastern/Western/Northern Division, shift and weekend work will be required, on a roster basis
4. Reporting Responsibilities:
   1. Reports to:   Manager Procurement & Asset Management
   2. Liaises with:    FEO Visitors, FEO staffs, Stakeholders
   3. Subordinates:  Nil

The positions provides security and watchman services to the HQ of the FEO.

KEY DUTIES

The positions will achieve its purpose through the following key duties. Working with relevant staff in accordance with legislative requirements and to meet the operational needs of the FEO:

1. Provide security/watchman services on a roster basis for the FEO Headquarters;

2. Patrol the perimeter and entrance to the FEO and ensure that all is secure;

3. Keep records of any disturbance and report these in accordance with FEO Operating Procedures;

4. Redirect queries as required to the appropriate reception area.

KEY PERFORMANCE INDICATORS

Performance will be measured through the following indicators:

1. FEO buildings and materials are secured in accordance with the FEO Operating Procedures:

2. Accurate maintenance of hourly records and detailed occurrence books:

3. All incidents reported within FEO Operating Procedures.

PERSON SPECIFICATION

Must be physically fit and in sound health

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

Knowledge and Experience

1. At least 3 year’s experience  as a security officer/watchman;

2. Previous experience with a Police Service/Force would be considered an advantage;

Qualification

A pass in Fiji School Leaving Certificate (FSLC).

Skills and Abilities

1. Reliable with a client service attitude;

2. Ability to relate to people from different backgrounds/cultures in a courteous manner;

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

4. Physically fit and able to patrol the building and surrounds according to the required shift (day/night).

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: SECURITY OFFICER [G4/2021]

1. At least 3 year’s experience as a security officer/watchman


2. Previous experience with a Police Service/Force would be considered an advantage


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