ICT Administrative 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 Operations and Management Directorate (OMD) provides corporate services to all SPC Divisions and Programmes. It consists of three key departments: Finance, Human Resources and Information Services. OMD is focused on improving the effectiveness of systems, policies and management to provide high-quality customer-oriented services.

The role – ICT Administrative Assistant will facilitate procurement, administration, financial and vendor management support to the ICT section in order to ensure the effective and efficient delivery of services.

The key responsibilities of the role include:

General administration support services

• Carry out bulk purchasing of ICT equipment’s from overseas preferred suppliers.
• Follow up on quotations for IT related purchases.
• Track delivery of stationery and stock for facilities requirements and acknowledge receipt.
• Process payments of invoices through PIs on Navision for IT team when necessary.

Procurement, finance and asset management  

• Preform monthly payments for ICT utilities i.e. Internet, PABX.
• Carry out reconciliations and clearance of committed POs and delete unused Pos.
• Carry out reconciliation of ICT assets and liaise with Finance department on FCR and non FCR assets.
• Maintain ICT assets records.
• Conduct yearly ICT asset stock take including both hardware and software.

Vendor management support

• Ensure timely processing of vendor invoices and effectively communicating status with vendors.
• Track delivery routes, patterns and timeline of ICT vendors and arranging logistics with clearing agents for orders.
• Maintain annual calendar of contract renewals, with appropriate review processes implemented for long-term contracts.

ICT staff travel support and conference logistics support

• Organize flight bookings with SPC preferred service providers for ICT staff, ensuring cost effectiveness.
• Make hotel and other transport arrangements through approved processes.
• Ensure the timely booking of freight and logistics for conferences supported by ICT.

Service desk support

• Support level 1 support for helpdesk issues as directed by ICT technicians.
• Support on service desk requests for procurement, financial and administrative information.
• Record warranty applications for ICT equipment through ServiceNow.

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

Key selection criteria

Qualifications

• Diploma in ICT, business, administration or secretariat or equivalent body of knowledge and experience.

Technical expertise

• At least 1-3 years’ experience in an ICT/administrative/financial support role.
• Demonstrated ability to take initiative and work without supervision.
• Excellent PC-based computer skills, including high proficiency in Microsoft Office and use of the Internet.
• Ability to work under pressure, with a team-oriented approach, to meet deadlines and achieve team goals.        

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 ICT Administrative Assistant is a band 5 position in SPC’s 2025 salary scale, with a commencing taxable salary range of FJD 1,636-2,045 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 – 31 August 2025 at 11:59pm (Fiji time)

Job Reference: TT000112 

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. Please describe how you have used Help Desk Systems (for example Service Now) to support your work as an ICT Administrative Assistant?
2. The ICT Administrative Assistant is required to communicate effectively with customers and vendors.  Please list your skills in this space and how it will add value to this role.
3. What are some activities required to manage stock (asset) flow? Which tools have you used to manage this effectively?