Finance and Administration Assistant

Job Description

Position: Finance & Administration Assistant
Project name: Pasifika Women Entrepreneurs as Guardians of Island Adaptation and Nature-Based Business Solutions (Pasifika WE-Guardians)
Job type: Full time
Location: Suva, Fiji
Reports to: Finance Coordinator
Citizenship: This position is open to experienced candidates currently based in or willing to relocate to Suva, Fiji at their own expense.

Application deadline: October 15, 2025

Application instructions:

1. A cover letter is mandatory to be considered. Cover letter should effectively align your skills and experiences with the specific job responsibilities and required experience outlined below, demonstrating your aptitude for the role. (Max 2 pages)
2. Click the “Apply now” link to upload your cover letter and CV (Max 2 pages).
3. Only successful candidates will be contacted. No phone calls please.

Alinea is an international development consultancy providing technical and management expertise that helps people improve their lives. Alinea works with governments, investors, companies, and communities to create lasting change. Over 39 years, Alinea has successfully delivered more than 1,000 projects worldwide. For more information, please visit Alinea International website.

At Alinea International we value diversity, equity, inclusivity, accessibility and belonging in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.

Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.

The Role
The Finance & Administration Assistant will provide day-to-day financial and administrative support to ensure the smooth functioning of the Pasifika WE-Guardians project office in Suva. The role supports accurate financial management, compliance with Global Affairs Canada (GAC) requirements, and efficient office operations, while offering opportunities to gain valuable experience in international development project finance and administration.

Key Responsibilities

Finance (65%)
– Maintain accurate and up-to-date financial records for the project, including vouchers, receipts, and supporting documentation.
– Assist in preparing monthly site reconciliations, cashbooks, and bank reconciliations.
– Support compliance with GAC financial guidelines, particularly around VAT, eligible/ineligible costs, and donor cost rules.
– Assist with the Pasifika WE-Guardians Innovation Fund by following up with grant recipients on financial documentation, receipts, and compliance requirements.
– Assist with petty cash management, including preparation of replenishment requests.
– Prepare payment requests and process invoices in a timely manner.
– Support preparation of internal and donor financial reports.
– Maintain proper filing (hard copy and electronic) of finance-related documents in compliance with audit standards.

Administration (35%)
– Provide logistical and administrative support for meetings, workshops, travel, and events.
– Assist with procurement processes, including obtaining quotations and maintaining supplier records.
– Monitor and manage office supplies, ensuring availability of essential items.
– Support implementation of organizational policies (finance, HR, procurement, administration).
– Liaise with service providers, vendors, and hotels as required for smooth office operations.
– Provide general office assistance to the Suva team, including scheduling and communications support.

Qualifications & Experience
– Diploma or bachelor’s degree in accounting, Finance, Business Administration, or a related field.
– Understanding of basic financial principles and reconciliations.
– Proficiency in Microsoft Office (Excel, Word, Outlook, Teams).
– Strong organizational and multitasking skills with keen attention to detail.
– Good communication and interpersonal skills.
– Ability to work independently and as part of a team.
– High level of integrity, accountability, and commitment to compliance.
– Suitable for new graduates or candidates with 1-2 years of relevant experience.

Desirable Skills
– Familiarity with donor-funded project finance systems (e.g., Global Affairs Canada requirements).
– Prior internship or volunteer experience in finance or administration.
– Interest in gender equality, climate change, and sustainable development.