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 three (3) areas of scientific programming and two areas of focus within this division:
- 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.
- Georesources and Energy Programme (GEP) – assists member countries by applying technical knowledge in the areas of geoscience and sustainable energy use.
- 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.
The Records Assistant will provide administrative and records management support to the Pacific Catastrophe Risk Assessment and Financing Initiative (PCRAFI) and Pacific Risk Tools for Resilience (PARTneR-2) projects.
The key responsibilities of the role include:
Records Management
- Review and improve the records management system.
- Maintain and update existing records.
- Perform any data entry tasks.
- Retrieve information from the filing system when requested.
Liaise for access to files for all staff/sections involved in the PARTneR-2 project
- Liaise with all staff involved in the PCRAFI and PARTneR-2 project to access files needed for PCRAFI records – for approvals and decisions made related to project outputs or financial payments.
- Work with the GEM DCRP administration / finance and procurement staff to access records needed to be transferred to PCRAFI and PARTnerR-2 Project SharePoint – in particular quotes, procurement, procurement evaluations, contracts, purchase orders, acquittals etc.
Provide support to the PARTneR/DCRP staff
- Conduct group or one to one sessions with PARTneR-2 staff on where to save relevant files.
- Provide administration support as directed by PCRAFI and PARTneR-2 Project PM.
- Provide a monthly report to PCRAFI and PARTneR-2 Project PM on the status of records and admin management against workplan.
For a more detailed account of the key responsibilities, please refer to the online job description.
Key selection criteria
Qualifications
- A diploma in business administration/records management or related degree or equivalent experience in a similar role.
Technical expertise
- At least 3 to 5 years of relevant experience.
- Demonstrated administrative and organizational skills.
- Demonstrated data entry, critical thinking and prioritization skills.
- Working knowledge of relevant Microsoft Word and Excel tools.
- Attention to detail.
- Ability to work under pressure.
Language skills
- Good 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 2025 – subject to renewal depending on performance and funding.
Remuneration – The Records Assistant is a Band 5 position in SPC’s 2023 salary scale, with a commencing taxable salary range of FJD 1,558-1,948 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.
How to apply
Application procedure
Closing Date: 15 October 2023 – 11:59pm (Fiji time)
Job Reference: MC000061
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.
SPC does not charge a fee to consider your application and will never ask for your banking or financial information during the recruitment process.
Only Fijian citizens are eligible to apply for this role.
Screening Questions (maximum of 2,000 characters per question):
- Briefly describe the approach you take to plan, organise, and prioritise your work.
- 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?
- Give an example of where you provided administration support in your current role. Briefly describe the situation and what did it acheive.
