Job Description

Position: Procurement and Advisory Services Manager

Program: Australia – Pacific Partnerships for Aviation (P4A)

Location: Nadi, Fiji

Duration: Up to 30 June 2027 with extension options up to two years

Remuneration: FJ$100k to FJ$120k per annum plus local benefits

Travel: Some travel within the Pacific region

Reports To: P4A Team Leader

Works closely with: Program Manager

About the Program

The Australia-Pacific Partnerships for Aviation (P4A) program is a 5-year regional aviation program jointly delivered by Adam Smith International (ASI) and the Department of Foreign Affairs and Trade, headquartered in Nadi, Fiji. P4A has three key outcomes:

1. A stronger enabling environment for aviation
2. Improved safety, quality and reliability
3. Greater coordination, cooperation, and connectivity

P4A will also mainstream cross-cutting sectors to ensure outcomes strengthen child protection and safeguarding, climate change resilience and adaptation, support locally led leadership and improve Gender Equality, Disability and Social Inclusion (GEDSI) outcomes.

Position Summary

The Procurement and Advisory Services Manager will support the P4A Operations Lead to manage the human resources, recruitment, procurement, onboarding, training and performance management of the P4A team and pool of technical advisers to support activity delivery. The role will help ensure efficient program operations around HR and advisory services management.

The Procurement and Advisory Services Manager will maintain compliance with DFAT and ASI HR, recruitment, training and professional development policies. The role will also strengthen operational systems so that the P4A activities run smoothly, in close coordination with the Operations Lead and wider Operations Team.

Duties and Responsibilities

The responsibilities of the Procurement and Advisory Services Manager include, but are not limited to:  

Advisory Services Management:

• Lead on engaging advisers for program activities, including recruitment, due diligence, and contracting, ensuring compliance with DFAT’s and ASI’s Standards.
• Lead on onboarding personnel, arranging program briefings including for activity background briefings and key stakeholder introductions, travel processes, IT and file management processes, finance, timesheets and invoicing processes.
• Ensure that all supplier contracts are managed effectively and perform regular reviews to confirm compliance with agreed terms and performance expectations.
• Manage the Adviser Performance Assessment process and records for short-term advisers.

Procurement and Recruitment:

• Manage end-to-end procurement processes for goods, services, and operational requirements, ensuring procurements are delivered in accordance with ASI policies, DFAT requirements, program procedures, and value-for-money principles.
• Support the planning and coordination of procurement activities, including working with the Senior Program Manager and activity leads to develop request for quotation or tender documentation, identifying suitable suppliers, and coordinating procurement timelines with activity and operational requirements.
• Conduct and document market assessments, supplier due diligence, conflict of interest checks, evaluation processes, and value-for-money assessments to ensure procurement decisions are transparent, competitive, fair, and defensible.
• Coordinate procurement evaluation panels and support procurement decision-making by preparing evaluation summaries, procurement recommendation notes, clarification records, and supporting documentation for approvals.
• Work closely with the Finance and Procurement Manager, Program Accountant, activity leads, technical advisers, and suppliers to ensure procurement processes are well coordinated, compliant, cost-effective, and responsive to program delivery needs.
• Contribute to strengthening procurement systems, templates, and guidance materials, including supporting staff and advisers to understand and follow procurement procedures, approval thresholds, documentation requirements, and ethical procurement standards.
• Ensure procurement processes consider relevant cross-cutting requirements, including safeguarding, fraud prevention, anti-corruption, environmental considerations, localisation, and GEDSI where applicable.
• Support periodic procurement analysis and reporting, including identifying procurement risks, supplier performance issues, opportunities for efficiencies, and improvements to procurement planning and contract management.

Compliance, Training & Reporting:

• Assist in the development and facilitation of compliance training for advisers, i.e. fraud, PSEAH.
• Ensure contractual compliance with DFAT requirements in recruitment, due diligence, and personnel performance management.
• Assist with operational reporting requirements including activity, localisation, and GEDSI reporting on staff and adviser management.
• Support the Operations Lead in preparing and delivering operational and financial reports to DFAT and other key stakeholders

Team Support & Collaboration

• Act as a key member of the Operations Team, working closely with the Operations Lead, Finance and Procurement Manager, and other team members to ensure seamless coordination across all functions.
• Participate in team meetings and contribute to decision-making on HR and adviser management matters, representing the operations function.
• Provide capacity-building support within the Operations Team, ensuring staff are well trained and able to perform their duties effectively.

Key Deliverables

Support the development and maintenance of key operational deliverables, including the Operations Manual, Risk Framework and Management Plan, Six Monthly Reports, Annual Reports, Annual Plans and Program Completion Report, with a focus on office operations, HR, compliance, mobilisation and activity support inputs.

Key Relationships

• Reports to P4A Operations Lead.
• Collaborates with the Operations Team, and Snr Program Manager.
• Works closely with the P4A Team Leader and ASI Global Operations team.
• Liaises with DFAT, Pacific Island government counterparts, suppliers and service providers on operations, office management, travel, compliance and activity support matters.

Key Performance Indicators

• Timely recruitment and onboarding of staff and consultants across the Pacific region.
• Successful procurement of goods, services, and assets in line with the program’s operational requirements and value-for-money principles.
• Compliance with DFAT GEDSI, safeguarding, and procurement policies evidenced by internal and external audits.
• Positive feedback from the Operations Lead, P4A team, and other key stakeholders on the Logistics and Operations function.

Requirements

Qualifications and Experience

• Relevant qualifications in procurement, business administration, operations management, recruitment or a related field.
• 7+ years of experience in procurement, recruitment, and/or human resources within an international development context, preferably in the Pacific.
• Understanding of operational, procurement, safeguarding and compliance requirements for donor-funded programs, and experience supporting donor-funded programs.
• Demonstrated experience managing advisers or consultant teams, including contract management and supplier relations.
• Experience working within multi-disciplinary teams in cross-cultural contexts, with strong collaboration and communication skills.
• Familiarity with Pacific Island country contexts and knowledge of local regulations.
• Proficiency in MS Office software.

How to Apply

Interested applicants should submit:

• A current CV
• A cover letter addressing the selection criteria and demonstrating their suitability for the role

Applications should include a current CV and a brief cover letter outlining relevant experience against the responsibilities and selection criteria for the role. Applications must be submitted by 11:59pm AEDT on 25 October 2026.

Please note that applications will be reviewed on a rolling basis and only shortlisted candidates will be contacted.

Adam Smith International is an equal opportunity employer and encourages applications from people of all backgrounds, including women, people with disabilities and candidates from Pacific Island countries.