• 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 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 – Programme Assistant – PEUMP PMU will provide administration services and support to the PEUMP programme PMU ensuring all SPC procurement, travel and financial policies and guidelines are complied with and supporting documents are archived.

The key responsibilities of the role include:

Coordinate conference, meetings and workshops

• Arrange and process travel bookings for participants within the required timeframe.
• Coordinate logistical arrangements and administrative support.
• Attend to printing, collation and distribution of meeting papers.
• Process travel documents keeping appropriate documentation for financial acquittal.
• Assist participants with any issues that may arise.

Management of PMU staff and consultant’s travel

• Arrange and process all travel for PMU staff, attachments and consultants hired by the PMU.
• Try to get best travel schedule to minimise time and cost of the travel.
• Make changes to travel if needed when staff require changes made, especially when travel has commenced.
• Collect all boarding passes, hotel receipts and other documentation of travel and archive these for future audit purposes.
• Staff cash advances arranged and acquitted on return from travel with all receipts archived.

Provide secretarial and technical support to the PMU staff

• Immediate attendance to sending out correspondence in different forms to the recipients
• Arrange the mailing out of information requested by clients as needed
• Arrange purchase orders for goods and services and match these in the SPC finance system when invoices are received
• Ensure copies of correspondence are placed in the appropriate files
• Provide back-up for other support staff when on leave or off sick.

Assist with project procurement and contract oversight

• Assist with the overall procurement of goods, services, works and technical support including preparation of calls for quotations, tender documents, establish bid evaluation committees and completion of standard templates relating to procurement.
• Assist with the preparation of contracts using standard templates.
• Collects and archives all documentation in regard to procurement and consultancies for future audit purposes.

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

Key selection criteria

Qualifications

• Tertiary diploma in office management, administration, secretarial studies or related discipline from a recognized institution or equivalent body of knowledge.

Technical expertise

• At least two years appropriate experience in a similar position undertaking programme administration task and filing supporting documents.
• Good computer skills using the Microsoft working environment.
• Demonstrated professional and effective experience in project administration and accounting skills.
• Ability to work as part of a team and autonomously in a multi-cultural environment.
• Fluency in English (written and spoken).
• Demonstrated commitment to gender equality and human rights-based approaches.
• Experience in updating websites, including conversion of documents to place on the web

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 December 2025 – subject to renewal depending on funding and performance

Remuneration – The Programme Assistant – PEUMP PMU 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 – 26 January 2025 at 11:59pm (Fiji time)

Job Reference: SS000011

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 best practice steps that you follow with some examples provided.
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?