Data and Records Assistant

• Attractive local package
• Friendly and supportive team environment
• Join the principal development organisation in the 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 Geoscience Energy and Maritime (GEM) Division provides advice, technical assistance, research and training support to Pacific Island countries and territories (PICTs). There are four (4) areas of scientific programming within this division:

1. Oceans and Maritime Programme (OMP) – assists member countries with services that provide applied ocean science and knowledge for evidence-based policy-making and technical solutions for improved ocean and maritime governance, management and capacity development.
2. Georesources and Energy Programme (GEP) – assists member countries by applying technical knowledge in the areas of geoscience and sustainable energy use.
3. Disaster and Community Resilience Programme (DCRP) – assists member countries to demonstrate strengthened resilience through integrated action on disaster risk management, climate change adaptation, natural resource management and increased access to water and sanitation.
4. Earth and Ocean Observation Services – Promoting spatial data and systems analysis and capacity to improve decision-making to improve resilience and sustainable resource management.

The role – Data and Records Assistant is responsible for ensuring that all project-related databases, records and filing systems are kept up to date.

The key responsibilities of the role include:

Maintaining projects training database and administration support

• Support the Knowledge and Capacity Development Officer in maintaining excel database of all trainees supported by the project.
• Follow-up and secure training and post-training reports from supported trainees.
• Maintain a record of reports that are received and the ones that are outstanding.
• Basic administrative support with procurements and travel arrangements for sponsored trainees.

Monitoring and filing of project documentation

• Keep a record of concept notes and activity reports received and outstanding for all countries.
• Support Implementation Officers in obtaining concept notes and activity reports from implementing agencies.
• Ensure concept notes and activity reports are filed correctly.

Maintaining project’s on-line filing system and software

• Review the project’s SharePoint filing architecture and amend for greater efficiency with the Project Manager.
• Regularly monitor SharePoint folders for completeness and accuracy of document saving by project staff.
• Conduct ‘housekeeping’ on SharePoint folders and files to keep the filing system neat, tidy and well-organised.
• Complete population of project architecture on project management software ‘Click Up’.
• Work with Project Manager to keep ‘Click Up’ up to date.
• Provide support to project staff and implement partners in using ‘Click Up’.

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

Key selection criteria

Qualifications

• A diploma qualification in a relevant field such as Information Systems, Information Management, Monitoring and Evaluation or equivalent body of knowledge and experience.

Technical expertise

• 3 - 5 years of experience in data collection, data/information management, and/or project monitoring and evaluation.
• Skilled in database and information systems user.
• Demonstrated experience in comprehensively organizing diverse records for ease of access and retrieval by internal and external stakeholders.
• Must have knowledge in computer literacy, including the ability to use MS Excel and SharePoint.
• An understanding of the best international practices in development effectiveness.

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 31 October 2026 – subject to renewal depending on funding and performance.

Remuneration – the Data and Records Assistant is a band 6 position in SPC’s 2025 salary scale, with a commencing taxable salary range of FJD 1,987-2,483 per month, plus local staff benefits. An offer of appointment for an initial contract will be made in the lower half of this range, with due consideration being given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews.

Benefits for Staff in a position advertised locally (EPAL) whose duty station is Suva – SPC provides medical and life insurance for eligible employees and their eligible dependents. Employees are entitled to 25 working days of annual leave per annum and other types of leave, and access to SPC’s Provident Fund (contributing 8% of salary, to which SPC adds a 10% contribution).

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 – 21 September 2025 at 11:59pm (Fiji time)

Job Reference: TT000114

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. Briefly describe the approach you take to plan, organise, and prioritise your work.
2. Describe a time when you worked in a high stress situation e.g., you were given a deadline to do some work. What was the situation and how did you successfully deal with it?
3. Give an example of where you provided administration support in your current role. Briefly describe the situation and what did it achieve.