Pacific Strengthening Correspondent Banking Relationships Project ( - Тендер #65905226)

• Project ID

P502591

• Project Title

Pacific Strengthening Correspondent Banking Relationships Project

• Country

Pacific 1 (EPF1)

• Notice No

OP00371025

• Notice Type

Request for Expression of Interest

• Notice Status

Published

• Borrower Bid Reference

FJ-PIFS-496762-CS-INDV

• Procurement Method

Individual Consultant Selection

• Language of Notice

English

• Submission Deadline Date/Time

Aug 14, 2025 16:00

• Published Date

Jul 30, 2025

• CONTACT INFORMATION
• Organization/Department

Pacific Island Forum Secretariat

• Name

Ajay Jagannath

• Address

Ratu Sukuna Road, Suva, Fiji.

• City

• Province/State

Pacific 1 (EPF1)

• Postal Code

• Country

Pacific 1 (EPF1)

• Phone

+6797353432

• Email

ajayj@forumsec.org

• Website

www.forumsec.org

REQUEST FOR EXPRESSIONS OF INTEREST

(INDIVIDUAL CONSULTING SERVICES)

Country: Fiji

Name of Project: Pacific Strengthening Correspondent Banking Relationships (CBR) Project

Project No: P502591

Grant Number: E367-4P

Assignment Title: Administrative Assistant

Reference No.: FJ-PIFS-496762-CS-INDV

• The Pacific Island Forum Secretariat (PIFS) and eight pacific island member countries (Fiji, Kiribati, Marshall Islands, Samoa, Solomon Islands, Tonga, Tuvalu, and Vanuatu) have received financing (grants and credits) from the World Bank (WB) Group’s International Development Association (IDA) towards the “Pacific Strengthening Correspondent Banking Relationships Project” (the Project) and will apply part of these proceeds to the contract below for Consulting Services. The PIFS is the Implementing Agency for the regional project.
• PIFS requires services of an Administrative Assistant to be based in the Project Management Unit (PMU), to ensure the smooth day-to-day administrative operations of the PMU and provide essential support to the Project Coordinator in delivering on their functions, especially in relation to coordination, documentation, scheduling, and communication.
• PIFS now invites eligible individual consultants (“Consultants”) to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. The shortlisting criteria are:

Mandatory Criteria

• Diploma or Degree in Business Administration, Office Management, or related field.
• Minimum 3 years of relevant administrative experience, preferably in an international development or regional organization setting.

Desirable Criteria

• Excellent communication and interpersonal skills; able to handle confidential information with maturity and discretion.
• Strong organizational, planning, and multitasking abilities.
• High level of computer literacy, particularly with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Pacific experience highly desirable.
• The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” (6th Edition) February 2025 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.
• Further information, including a copy of the TOR, can be obtained at the address below (or by email) during office hours 08:00 to 16:00 hours Fiji Time.
• Expressions of interest must be delivered in a written form to the address below (by e-mail) by August 14, 2025, at 16:00 hours Fiji Time.

Pacific Islands Forum Secretariat

Attn: Project Coordinator

Private Mail Bag, Suva

PO Box 856, Suva, Fiji.

Tel: 679-3312600

E-mail: paulk@forumsec.org/timaimaq@forumsec.org

===============================================================

Terms of Reference (ToR)

Position Title: Administrative Assistant
Project: Pacific Strengthening Correspondent Banking Relationships (CBR) Project (P502591)
Location: Pacific Islands Forum Secretariat (PIFS), Suva, Fiji
Reports to: Project Coordinator, PMU
Contract Type: Individual Consultant
Duration: 36 months (renewable based on performance and project needs)

1. Background

The Pacific Strengthening Correspondent Banking Relationships Project (P502591), funded by the World Bank and implemented by the Pacific Islands Forum Secretariat (PIFS), seeks to enable continuous access to correspondent banking services and improve the enabling environment in participating Pacific Island Countries (PICs). A Project Management Unit (PMU) housed at PIFS leads implementation and coordination across participating countries.

The project comprises two main components: Component 1: Provision of temporary and emergency correspondent banking services. Component 2: Enabling environment and regulatory harmonization, which includes the development of monitoring tools such as the CBR Resilience Index and strengthening AML/CFT and payment systems oversight.

To support the effective functioning of the Project Management Unit (PMU), PIFS is seeking to recruit an Administrative Assistant to provide daily administrative and operational support to the Project Coordinator and assist with internal coordination, record-keeping, reporting, and external communication with stakeholders across the region.

2. Objective of the Assignment

The objective of the role is to ensure the smooth day-to-day administrative operations of the PMU and provide essential support to the Project Coordinator in delivering on their functions, especially in relation to coordination, documentation, scheduling, and communication.

3. Key Responsibilities

The Administrative Assistant will support the Project Coordinator and PMU by undertaking the following tasks:

Administrative Support

• Manage the Project Coordinator’s calendar, schedule meetings, and assist in organizing Project Steering Committee and Technical Advisory Committee meetings.
• Draft and format routine correspondence, meeting minutes, and administrative documents.
• Maintain physical and electronic filing systems for project correspondence, contracts, reports, and other documentation aligned with the Project Operating Manual (POM) records management guidelines.
• Coordinate travel arrangements, logistics, and expense claims for the Project Coordinator and other PMU staff and consultants, in line with PIFS/World Bank’s travel procedures.
• Support procurement and recruitment processes by compiling required documents, maintaining checklists, and tracking timelines.
• Solve non-routine problems (e.g., respond to requests requiring file searches, and identification of correct operational procedures).

Coordination and Communication

• Serve as the first point of contact for general inquiries to the PMU and manage communication between the Project Coordinator and stakeholders.
• Coordinate with PIC focal points, consultants, and internal PIFS departments on administrative matters.
• Preparation and logistical planning for various events, such as conferences, workshops, negotiations.
• Assist in preparing documents for presentations and meetings, including PowerPoint decks, briefing notes, and background documents.
• Support the Project Coordinator in any other tasks as assigned.

Monitoring and Filing

• Track deliverables, reports, and correspondence submitted to and from consultants, vendors, and PIC focal points.
• Ensure that all consultant outputs and deliverables are logged and processed for review and approval.
• Maintain an updated contacts database of project stakeholders, consultants, and government counterparts.

4. Deliverables

• Updated meeting calendar and minutes for key project meetings (monthly).
• Organized and retrievable digital and hard-copy project files (ongoing).
• Monthly administrative support report summarizing activities and deliverables.
• Timely processing and submission of travel and procurement-related documentation.
• Records of communications with PIC focal points and external stakeholders.

5. Qualifications and Experience

Mandatory Criteria

• Diploma in Business Administration, Office Management, or related field.
• Minimum 3 years of relevant administrative experience, preferably in an international development or regional organization setting.

Desirable Criteria

• Excellent communication and interpersonal skills; able to handle confidential information with maturity and discretion.
• Strong organizational, planning, and multitasking abilities.
• High level of computer literacy, particularly with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Pacific experience highly desirable.

Others:

• Ability to remain calm under pressure and solve problems independently and efficiently.
• Must demonstrate:

• A positive and proactive attitude
• Professional discretion and diplomacy
• An energetic and “can-do” approach
• Strong attention to detail, quality, and accountability for follow-through

6. Reporting and Work Location

The Administrative Assistant will report to the Project Coordinator and will be based full-time at the Pacific Islands Forum Secretariat (PIFS) in Suva, Fiji. The position may require occasional travel to Pacific Island Countries to support the PMU staff in meetings and coordination.

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