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 Statistics for Development Division (SDD)’s goal is to help the Pacific Island Countries and Territories achieve “highly competent and sustainable national statistics systems that meet national and international statistics needs for evidence-based policy, planning and monitoring.” SDD has a regional statistical system leadership and coordination role; and also supports the region directly in data infrastructure, collection, statistical methodology, analysis and dissemination.

The role – Administrative Assistant will be responsible for providing professional and technical event coordination and assistance in organising duty travel, conferences and workshops including preparation of event budgets, logistics, administration and procurement support. The role will also provide administrative and accounting support to SDD projects.

The key responsibilities of the role include:

Provide high-quality logistics coordination support to ensure the successful delivery of travel, project/Division meetings, conferences, technical support, training and learning events (including virtually)

• Work with the project team to develop carefully and appropriately worded communications for events (e.g., formal government letters, invitation letters, meeting announcement and administrative memos).
• Ensure the timely disbursement of per diems and provide support to workshop participants in line with policy, maintaining accountability and transparency. Follow up with proper acquittal submissions while prioritising security at all times.
• Assist with preparation of final meeting reports, including financial reporting for donor-funded meetings where required.
• Work collaboratively with the Administrative Assistant(s) to handle the logistical aspects of travel for program and project staff, participants and consultants using the SPC travel system in line with travel and financial procedures.

Finance and administrative support to the Division

• Assist with project audits in line with donor requirements as per grant agreements.
• Allocate all expenditure to the correct line items in accordance with the nature of budgeted activities.
• Contribute to the selection and hiring of consultants, and, where applicable, to the procedures concerning other service providers, as well as drafting consultant contracts.
• Process purchase orders for any purchases associated with the Division in line with SPC procurement policy and procedures.

Procurement and country support to World Bank and other projects

• Organise procurement activities in line with World Bank or other relevant policies (quotes, RFQs, EOI) for goods and consultants.
• Assist the Finance team Leader and project managers in the selection and contracting of consultants and other service providers and in drafting consultant contracts in line with World Bank and SPC templates.
• Keep the World Bank STEP system regularly updated.
• Verify and reconcile advance acquittals for country activities as per reporting templates.
• Ensure timely processing of purchase orders and payment requests for in-country activities.

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

Key selection criteria

Qualifications

• Minimum of a diploma in the areas of business administration, secretarial services or financial management or equivalent body of knowledge and experience.

Technical expertise

• At least 3-4 years of experience providing administrative and events support in a similar environment.
• Experience in dealing with high level stakeholders.
• Strong collaboration and teamwork abilities.
• Proficient in Microsoft Office Suite.

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 – Until 30 June 2027– subject to renewal depending on funding and performance.

Remuneration – The Administrative Assistant is a band 6 position in SPC’s 2025 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 – 16 March 2025 at 11:59pm (Fiji time)

Job Reference: JM000852

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 tell us about your experience in collecting, electronically storing and retrieving data? Mention the challenges that you faced and how you addressed it?
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?