Administrative Assistant

• Attractive local package
• Friendly and supportive team environment
• Join the principal development organization in the Pacific region

Description 

The Pacific Community (SPC) is the principal scientific and technical organisation in the Pacific region, supporting development since 1947. We are an international development organisation owned and governed by our 27 country and territory members. In pursuit of sustainable development to benefit Pacific people, our organisation works across more than 25 sectors. We are known for our knowledge and innovation in such areas as fisheries science, public health surveillance, geoscience, and conservation of plant genetic resources for food and agriculture.

The Fisheries, Aquaculture and Marine Ecosystems (FAME) Division is composed of two programmes: Coastal Fisheries and Aquaculture Programme (CFAP) and the Oceanic Fisheries Programme (OFP). The Director’s Office provides divisional support and strategic direction across the programmes and cross-cutting projects. Working with all 22 Pacific Islands Countries and Territories (PICTs), FAME has strong partnerships with regional, subregional, and national entities working in the marine sector.

The role – Administrative Assistantwill provide high-quality administrative support for projects within the Coastal Fisheries and Aquaculture Programme (CFAP).

The key responsibilities of the role include:

Administrative support across CFAP projects with a focus on travel and workshop activities

• Coordinate, process, and progress individual/group travel (domestic and international) requirements in advance of staff duty travel/conferences/meetings/workshops.
• Inform and guide staff/consultants/donors on SPC travel compliance procedures as well specific travel compliance procedures for their nominated country/territory of travel.
• Ensure workshop/meeting papers, documentation, and presentations are coordinated, logically organized, and circulated in a timely manner to relevant parties via the most efficient means.

Administrative support across CFAP projects with a focus on procurement and finance related activities

• Prepare, progress, and reconcile procurement related activities (purchase orders, invoices, grant funding agreements, contract milestones and purchases, per diems, cash advances, acquittals).
• Assist CFAP project members with all business support requests and enquiries.
• Plan, prepare and reconcile intern and staff payment or cash activities.

Provide back-up for other administrators and undertake other duties as directed by the Senior Administrative Assistant, Projects Manager or Deputy Director

• Stand-in for and/or liaise with other business support staff when required or as directed by the Senior Administrative Assistant, Projects Manager or Deputy Director.
• Undertake “special projects” or work streams as and when required by the Senior Administrative Assistant, Projects Manager or Deputy Director.

For a more detailed account of the key responsibilities, please refer to the online job description.

Key selection criteria

Qualifications

• Minimum of a diploma or relevant certification in the areas of business administration, secretarial services, financial management.

Technical expertise

• At least 3 years’ work experience in provision of business and/or project support within a medium to large sized organization in a similar institution or environment.
• Ability to work with minimum supervision.
• Ability to multi-task and meet deadlines.
• Proficient in Microsoft Office suite, specifically; Word, Excel, Power Point.
• Proficiently able to use share point platforms such as Microsoft Teams, Zoom etc.       

Language skills

• Excellent English communication skills (oral and written)

Interpersonal skills and cultural awareness

• Ability to work in a multicultural, inclusive and equitable environment.

Salary, terms and conditions

Contract Duration – 3 years – subject to renewal depending on funding and performance.

Remuneration – The Administrative Assistant is a band 6 position in SPC’s 2024 salary scale, with a commencing taxable salary range of FJD 1,892-2,365 per month, plus local staff benefits. An offer of appointment for an initial contract will normally be made in the lower half of this range, with due consideration given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews.

Recruitment principles – SPC’s recruitment is based on merit and fairness, and candidates are competing in a selection process that is fair, transparent, and non-discriminatory. SPC is an equal-opportunity employer, and is committed to cultural and gender diversity, including bilingualism, and will seek to attract and appoint candidates who respect these values. Due attention is given to gender equity and the maintenance of strong representation from Pacific Island professionals. If two interviewed candidates are ranked equal by the selection panel, preference will be given to the Pacific Islander.

Applicants will be assured of complete confidentiality in line with SPC’s Privacy Policy.

Application procedure

Closing Date – 17th March 2024 at 11:59pm (Fiji time)

Job Reference: JM000589

Applicants must apply online at http://careers.spc.int/

Hard copies of applications will not be accepted.

For your application to be considered, you must provide us with:

• an updated resume with contact details for three professional referees
• a cover letter detailing your skills, experience and interest in this position
• responses to all screening questions

Your application will be considered incomplete and will not be reviewed at shortlisting stage if all the above documents are not provided. Applicants should not attach copies of qualifications or letters of reference. Please ensure your documents are in Microsoft Word or Adobe PDF format.

Only Fijian citizens are eligible to apply for this role.

SPC does not charge a fee to consider your application and will never ask for your banking or financial information during the recruitment process.

Screening Questions (maximum of 2,000 characters per question):

1. Can you please describe your experience in organising and providing support to meetings, workshops and conferences including the travel arrangements?
2. Can you please describe your experience in the procurement of goods and services and contract management? Explain the steps you follow.
3. Can you please describe your experience in administrative and financial tasks including the filing of documents, acquitting funds and project payments that meet audit requirements or donor contractual obligations?