National University of Samoa

Responsibilities

Performance Measures

• Provide secretariat support to the BHSc Project Steering Committee, and Technical Working Group (BHSc governance groups) including preparing agendas, taking minutes, and tracking action items.
• Undertake project tasks such as tracking budget and activities, meeting deadlines, organising and attending meetings, deployment of deliverables and providing strategic advice or support.
• Assist the BHSc Co-ordinator in planning, organising, and managing the dissemination of project information and resources with NUS, Samoa Ministry of Health (MOH) and Ministry of Finance (MOF) and New Zealand Ministry of Foreign Affairs and Trade (NZMFAT)
• Maintain and update key project documents such as the BHSc budget, workplan, monitoring, evaluation, research and learning (MERL) framework and qualification documents.
• Facilitate information sharing and reporting mechanisms between the BHSc programme staff and implementing partners and agencies such as NZ MFAT, MOH and MOF.
• Monitor project activities and provide regular updates to the BHSc Co-ordinator on project status, risks, and issues, particularly ensuring that activities and expenses align with the conditions of the Grant Funding Arrangement (GFA).
• Prepare and submit BHSc Project and Financial reports to governance groups and implementing partners in compliance with GFA requirements and deadlines.
• Provide support and organisational activities for the scholarship, mentoring, and academic divisions of the BHSc programme in line with the requirements of NUS, MOH, MOF and NZMFAT.
• Manage project-related correspondence and communication as well as maintain project records and files.
• Liaise and organise Project events with NUS, implementing partners, and external agencies.
• Collaborate with the administration staff of the Faculty of Health Science and Deanship to ensure efficient communication, effective organisation and administrative processes of the Programme are met.

• Timely preparation of agendas for governance group meetings.
• Accurate recording and distribution of meeting minutes.
• Tracking and follow-up of action items to ensure timely completion.
• Accurately tracking project expenditure against allocated budget.
• Ability to identify and address budget variances and discrepancies.
• Timely completion of tasks and deliverables proactively identifying delays and taking corrective action.
• Working with timelines to ensure activities and deliverables are implemented.
• Ability to provide strategic advice and identify opportunities for improvement.
• Consistently align project activities with Project objectives, outcomes and outputs.
• Proactively identify project risks and mitigation strategies.
• Effective disseminating and communication project information with partners and stakeholders.
• Maintenance and updating of key documents - Project Budget, Workplan, MERL and Qualification related documents.
• Ensuring the compiling, writing and timely completion and dissemination of Project progress, budgetary and monitoring and evaluation reports in accordance with the GFA.
• Collecting feedback from funding agencies regarding the quality and completeness of submitted reports.
• Assist with writing, reviewing and updating of scholarship, mentoring, and academic policies, terms of reference, concept notes and other key documents of the project.
• Maintenance of accurate and up-to-date project records and files.
• Liaising with focal persons from NUS, MOH, NZMFAT, MOF and other stakeholders as required.
• Efficient communication and collaboration with administration staff of the Faculty of Health Science and Deans Office.
• Taking on feedback from supervisors regarding the quality and effectiveness of completing additional duties as assigned.

Other Duties

Undertake other duties as assigned by the BHSc Co-ordinator commensurate with employment conditions of the National University of Samoa.

SELECTION CRITERIA

ESSENTIAL

Education Qualifications

• An undergraduate degree in a relevant field such as project management, health services management, administration or its equivalent.

  
  

  Experience

• 3 years’ work experience in a related field or proven capacity and leadership skills.
• Experience working with diverse stakeholders or multidisciplinary teams.

         Skills

• Proficiency with computer-based applications.
• Ability to work with programmes and budgets.
• Excellent verbal and written communication skills in English.
• Strong analytical, interpersonal, and cross-cultural skills.
• Ability to organise and work with tight deadlines.

  
  

  DESIRABLE

  
  

  Experience

• Previous work experience with monitoring and evaluation techniques.
• Previous work experience in educational setting
• Previous work experience with donor-funded or international projects.
• Knowledge of the Samoa Health Sector.

  
  

  Skills

  
  

• Project administration, monitoring, evaluation and results-based management skills.
• Negotiation skills.
• Advanced knowledge of speadsheets, databases and management information systems.
• Policy writing skills.

Attributes

• Adaptable and Culturally Sensitive – Capacity to adapt to diverse backgrounds being aware and sensitive of cultural beliefs and values other than their own and respectful of these.
• Ethical and Professional – Maintains professional and ethical standards.
• Commitment to Growth and Development – Has a proactive attitude towards personal and professional growth, seeking opportunities for continuous learning and improvement.

Our vision, Mission, Values, Strategic goals and Priorities

Vision

A University of Excellence in Research, Samoan Studies, Quality Education and Training in response to national and regional development needs

Mission

To produce quality graduates from across all disciplines to meet the human

resource needs of the nation and region

Values

Respect - We value efforts made in all conduct, operations and affairs for the ongoing development of our University.

Integrity – We value transparency, honesty and ethical conduct in individual and collective actions and decisions3.

Responsiveness –We value prompt response to the needs of Samoa and the region.

Pursuit of Excellence - We strive for excellence, seeking to apply the highest standards to benefit our communities.

Professionalism - We value a high level of work ethic, positive workplace conduct, behaviour and attitude.

Equity - We promote diversity in the University community — through our people, ideas and cultures. We create a vibrant, inclusive environment in which ideas flourish and future generations, regardless of background, are empowered. We respect our colleagues and work together for shared success.

Sustainability - We acknowledge our limitations and strive to deliver and sustain our goals within our available resources

Engagement - We value the voice, opinion and involvement of the community in our initiatives and everyday operation.

Goals and Priorities