Job Description
Terms of Reference
Operations & Project Coordinator (Short-Term Consultant) – Fiji
Location: Suva, Fiji (with occasional domestic travel as required)
Level of Effort: Approximately 20 days between mid-July and mid-September 2026
Background
Data for Implementation (Data.FI), funded by the U.S. Department of State and implemented by Palladium, is supporting the Government of Fiji to strengthen financing readiness for public health emergencies through a short-term technical assistance activity.
The consultant will provide operational, logistical, procurement, and administrative support to ensure efficient implementation of stakeholder consultations, workshops, technical meetings, and consultant travel throughout the assignment.
Scope of Work
The consultant will support day-to-day implementation of project activities, including:
Project Coordination
- Coordinate logistical arrangements for stakeholder meetings, workshops, technical consultations, and field visits.
- Serve as a local point of contact for logistical coordination with government counterparts, consultants, vendors, and the Palladium Fiji team.
- Support implementation of the project workplan and monitor key administrative milestones.
- Assist with scheduling meetings and maintaining project calendars.
Workshops and Meetings
- Coordinate venues, catering, accommodation, transport, participant registration, and other meeting logistics.
- Prepare meeting materials, including printing, copying, binding, and participant packs.
- Support meeting facilitation through registration, note-taking, attendance tracking, and preparation of meeting minutes.
- Maintain complete records of attendance sheets, per diem documentation, and workshop files.
Procurement and Financial Administration
- Support procurement activities in accordance with Palladium policies and donor requirements.
- Obtain quotations, prepare procurement documentation, support due diligence and vendor screening, and maintain procurement records.
- Maintain accurate filing systems for procurement, finance, and administrative records.
Travel Coordination
- Coordinate domestic travel for project staff and consultants, including flights, accommodation, local transport, and other travel logistics.
- Prepare travel authorizations and supporting documentation in accordance with project procedures.
- Coordinate logistics for visiting Palladium staff, technical advisors, government counterparts, and external partners.
Operational Support
- Provide general operational support to technical consultants and project leadership throughout implementation.
- Identify opportunities to improve efficiency, strengthen coordination, and ensure compliance with Palladium and donor requirements.
Expectations
The consultant will support successful implementation of project activities by ensuring that:
- Meetings, workshops, and field visits are effectively organized and documented.
- Procurement and travel processes are completed in accordance with Palladium policies.
- Administrative documentation is complete, accurate, and audit-ready.
- Project records, attendance sheets, per diem documentation, and meeting files are properly maintained.
- Technical teams receive timely operational support throughout implementation.
Qualifications
- Minimum five years' experience providing operations, logistics, administration, or project coordination support for donor-funded development programs.
- Experience coordinating workshops, meetings, and travel involving government and development partners.
- Familiarity with procurement and administrative processes for internationally funded projects.
- Strong organizational skills with the ability to manage multiple priorities simultaneously.
- Excellent written and verbal communication skills in English.
- Experience supporting health, governance, or public sector projects is desirable.
- Experience working with the Government of Fiji and development partners is highly desirable.
