Administration & Procurement Officer, Solomon Islands

DT Global•Ottawa, ON

13d•Onsite

About The Position

The Administration and Procurement Officer plays a key role in delivering efficient and comprehensive administrative and procurement support to the Solomon Islands Country Office staff and Learners of the Pacific Australia Skills program. This position is responsible for a broad range of functions, including administrative support services, sourcing and procurement activities, and records management. The role ensures that all operations are carried out in compliance with Pacific Australia Skills policies, procedures, and work instructions, while contributing to a well-organised, responsive, and effective office environment.

Requirements

Post-secondary qualification in finance, business administration, or related field.
Demonstrated experience in finance or administration roles in a busy organisational environment.
Strong organisational and time-management skills, with ability to prioritise and meet deadlines.
Demonstrated ability to work collaboratively as part of a small team and provide cross-functional support.
Experience working with financial systems and/or asset management systems.
Understanding of procurement principles processed and best practises.
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
Experience working in a donor funded program.
Understanding of and commitment to Gender Equality, Disability and Social Inclusion (GEDSI), Child Protection, Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH), prevention of human trafficking, environmental protection, anti-corruption and other DFAT safeguarding policies.

Nice To Haves

Experience working in the education, training, or development sector.

Responsibilities

Administer office operations, including records management, staff amenities, stationery, and office supplies.
Maintain efficient filing and document management systems.
Prepare correspondence, reports, and administrative documentation.
Support human resource administration, including onboarding and leave tracking.
Coordinate travel arrangements, visas, and accommodation for staff and consultants.
Provide logistical and administrative support for meetings, workshops, graduations, and other events.
Undertake general administrative and clerical duties to support office operations.
Implement procurement activities in accordance with DFAT and DT Global policies and procedures.
Prepare procurement documentation, including RFQs, RFPs, bid evaluations, and purchase requisitions.
Source suitable suppliers, obtain and evaluate quotations, and select vendors based on best value for money.
Support contract administration and generate purchase orders.
Maintain supplier databases and effectively manage vendor relationships.
Monitor procurement activities and maintain complete and accurate records.
Manage assets by maintaining an accurate asset register, tracking distribution, and supporting regular audits to ensure accountability and compliance.
Ensure proper receipt, secure storage, and timely distribution of training materials to meet operational needs.
Arrange shipping and customs clearance of program materials where require.
Review and replenish first aid and emergency kits.
Support office insurance and security arrangements.
Coordinate classroom and venue bookings and provide administrative support to training activities.
Assist with the procurement and distribution of stationery, uniforms, and PPE to learners.
Coordinate the set-up of equipment and resources for training and events.
Provide responsive operational support to technical and program teams.
Liaise with staff, consultants, suppliers, and service providers.
Contribute to continuous improvement of administrative and procurement systems and processes.
Comply with relevant Pacific Australia Skills codes of conduct and report workplace health and safety (WHS) incidents and arrange first aid treatment when necessary.