Finance, Administration and Media Archival Assistant

• Attractive local package
• Friendly and supportive team environment
• Join the principal development organization in the Pacific 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 Communications Division is a central function under the Office of the Director-General, which is responsible for driving a strategic, integrated and contemporary approaches to communications and storytelling that drives impact across our organisation and externally. The team provides central coordination, development of effective systems and processes, coordination of strategic and Pacific-led storytelling approaches, policies, procedures and impact-based communication actions. A central aim of the division is achieving visibility of SPC’s results – achieved in collaboration with our members and development partners – through improved media engagement and coordination within SPC.

The role – Finance, Administration and Media Archival Assistant is part of a dynamic and innovative team that will drive and support genuine impact across SPC and the region over the coming years. The role will anchor administrative coordination of the Communications Division, support the Directors office and lead the overall coordination of finance and archival management for the team. It will be responsible for supporting the administrative and financial delivery of a range of Communications projects in accordance with SPC and Donor requirements including archival management of the office and Pacific Way, SPC’s premier television program.

The key responsibilities of the role include:

Financial and procurement support services

• Support the delivery of financial and procurement reports using SPC financial systems.
• Monitor project expenditure against approved budget on a monthly basis.
• Conduct financial analysis of project delivery for decision-making.
• Ensure financial transactions and project procurements comply with SPC’s Financial and Procurement guidelines.
• Verify requests for purchase orders, supporting documents and account codes for validity, accuracy and completeness and preparing timely and accurate purchase orders and ensure commitment lists remain accurate.

Travel, administration and operations services  

• Manage travel requirements for Directors office and support the broader team as needed, including liaising with travel agents on itinerary and tickets.
• Provide facilitation and logistical support to Regional and National Workshops, including securing workshop venues, accommodation and other services.
• Prepare Country Circulars to SPC focal points for Director’s Office including briefing preparation and management of the Director’s scheduling both in country and externally.
• Manage and monitoring Divisional filing systems, including the archiving and backup of documents, information and data in a format suitable for supporting mid-term and terminal evaluations including best practice knowledge management using Teams.

Media archival coordination support

• Work with the Pacific Way Team and the Communications Divisional team to ensure systems of uploading and correct cataloguing of media archives are followed by the team, easy to deliver and understood across the entire organization.
• Ensure Pacific Way, Communications Division and divisional teams are uploading content in the established saving mechanisms.
• Work with the Director of Communications to manage the financial support on the Pacific Way digitisation project.

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

Key selection criteria

Qualifications

• Degree in a relevant field such as accounting, financial management or business administration or equivalent experience.

Technical expertise

• At least 5 years of experience in project finance and administration.
• Sound experience in supporting management and broader coordination.
• Demonstrated experience in donor project finance and administration.
• Demonstrated experience in financial audit administration.
• Sound experience in logistics management inclusive of travel for workshops and training programs.       

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 28 February 2027 – subject to renewal depending on funding and performance.

Remuneration – The Finance, Administration and Media Archival Assistant is a band 7 position in SPC’s 2024 salary scale, with a commencing taxable salary range of FJD 2,287-2,859 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 – 2 June 2024 at 11:59pm (Fiji time)

Job Reference: JM000669

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. What motivated you to apply for this role? Please list both personal and professional motivations and the skills you feel you bring to this role and team.
2. Please outline the experience (using a clear example) in administrative, financial and coordination tasks for an event or workshop including the filing of documents, preparation of budgets, coordination of payments, coordination of briefing documents and travel information for management and donor contractual obligations?
3. What are your personal career aspirations if successful in getting this role?

Position Description