Operations and Administration Assistant, Suva, Fiji At Secretariat of the Pacific Community (SPC)


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 Human Rights and Social Development (HRSD) Division has a vision for just, equitable and resilient Pacific societies. It aims to achieve this by advancing human rights, equality and social inclusion for all Pacific people, grounded in cultural values and principles. The work of this Division includes work previously undertaken by the Regional Rights Resource Team in the area of human rights and good governance, and the Social Development Programme in the areas of gender equality and social inclusion, culture and youth development.

In line with its vision, the work of the Division encompasses the following focal areas:

  •  Objective 1: Governance for human rights and social development: Strengthen inclusive, transparent and active governance for human rights and social development.
  •  Objective 2: Gender equality and social inclusion: Mobilise, empower and build conditions for gender equality, equity and social inclusion in society and development.
  •  Objective 3: Culture: Promote, preserve, and protect positive expressions of culture.
  •  Objective 4: Social innovation and learning: Enhance knowledge, learning and innovative solutions to accelerate impact on human development priorities.

The role – Operations and Administration Assistant will support the Pacific Women Lead (PWL) team logistical, operational and administrative activities, to ensure the effective and efficient management and delivery of the PWL program.

The key responsibilities of the role include: General administration and operational support.

  •  Maintain accurate files and filing systems for the program.
  •  Receive and dispatch mail.
  •  Maintain the cleanliness of the office area.
  •  Support the program team with all administrative requests.
  •  Ensure appropriate supply of office consumables are available at all times.
  •  Procurement of goods and services in line with SPC policy.
  •  Provide assistance in raising purchase orders and administrative support for payment status and orders for consultants, suppliers and/or vendors.
  •  Maintain a register of all equipment arriving and leaving the office.

Logistics support for meetings, events and workshops

  •  Assist with logistics planning for travel, meetings and events for the program team.
  •  Provide support to the program team as requested for travel arrangements and reservations.
  •  Assist with budget development for events and workshops.
  •  Organise workshop and event materials and supplies to be purchased and delivered as required.
  •  Support the communications team with logistics for all events.

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

Key selection criteria

Qualifications

  •  A Bachelor’s degree in finance, administration or other relevant tertiary qualification (e.g. Certificate IV) from a recognised university.

Knowledge and experience

  •  At least 3 years of experience in working in administration and logistical support in a reputable organisation.
  •  Experience in event and travel coordination support.

Essential skills

  •  Skills and experience coordinating procurement, purchase orders, invoicing, payment and other financial processes.
  •  Ability to work collaboratively across a large team.
  •  Advanced computer skills in Microsoft Office, especially MS Excel.
  •  Ability to effectively manage information, multi-task and work under pressure to meet tight deadlines.

Language skills

  •  Excellent English communication skills (oral and written) with strong writing ability at a project donor reporting level.

Interpersonal skills and cultural awareness

  •  Excellent interpersonal and representational skills with experience in building and maintaining effective working relationships with a range of different individuals and organisations.
  •  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 Operations and Administration Assistant is a Band 6 position in SPC’s 2023 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 May 2023 at 11:59pm (Fiji time)

Job Reference: MC000007

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):

  •  Briefly summarise how your skills and experience meet the key selection criteria, detailed in the job description.
  •  Describe your process for replenishing office supplies and how you manage it to ensure supplies are available at all time.

Position Description

Type: Contract – Local

Category: Human Rights

Reference ID: MC000007

Date Posted: 02/05/2023

 

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