Administration Assistant

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 vision of the Educational Quality and Assessment Programme (EQAP) is to be ‘The agency for educational quality in the Pacific region’. Its mission is to enhance the quality of education and training for Pacific learners, so they realize the benefits of lifelong learning. EQAP seeks to promote the following core values within the context of SPC’s corporate values:

• a culture of quality;
• a culture of continuous improvement;
• cultural and political sensitivity;
• respect for the autonomy and priorities of the education system in each Pacific Island country and territory (PICTs); and
• assimilation of the expressed needs of countries in its delivery of technical services.

The role – Administration Assistant will be responsible for managing and monitoring administrative responsibilities that contribute to the successful achievement of outcomes for the various sections in EQAP, by providing direct support to the Professional Officers and the EQAP Director.

The key responsibilities of the role include:

Administrative Support

• Provide logistical support for trainings and workshops, including managing travel and accommodation arrangements for Professional Officers and participants.
• Assist in the preparation of workshop/training/verification materials.
• Maintain a filing system for both physical and electronic records including student applications.
• Transfer information from records into Monitoring and Evaluation templates.

Communications and Customer Service Support

• Manage incoming telephone messages effectively and efficiently.
• Provide a friendly, attractive, and welcoming first impression through face-to-face interactions with visitors at the reception area.
• Communicate with the countries’ focal points and SPC staff about staff travels.
• Communicate with stakeholders to ensure the production of quality assessment tasks and examination papers and their timely dispatch to the countries and designated recipients.

Finance Operations Support

• Make travel arrangements, input purchase orders in Navision for ticketing and where required makes accommodation reservations for official travels and informs staff accordingly.
• Assist the Finance and Administration Assistant in raising Purchase Orders in Navision for all expenses.
• Provide effective administrative support for the payment or reimbursement of fees to consultants, markers, examiners, supervisors and other individuals contracted to carry out assessment related activities.
• Organise procurement of quotations for stationery and provision of payments.

Data Input, Verification and Assessment Support

• Maintain accurate records of new and current participating schools.
• Maintain accurate records of students’ details, fees, marks and results.
• Coordinate the different aspects of IA programme approval.
• Coordinate the production of high-quality assessment and examination papers through support of contracting of examiners and moderators and follow-up on their deliverables.

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

Key selection criteria

Qualifications

• A relevant diploma from a recognised tertiary institution e.g. diploma in administration, management, business/business studies, communications and or office management etc.

Technical expertise

• Have at least 1 to 2 years of relevant work experience in office secretarial and administration in the area of education.
• Experience in basic data gathering, data entry, data cleaning and organisation and is familiar with data analysis processes.
• Experience in organising workshop, training, conference, and meetings logistics.
• Possess excellent organising, communication and interpersonal skills; and the ability to maintain effective working relationships with people from different cultural backgrounds.

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 2026 – subject to renewal depending on funding and performance

Remuneration – The Administration Assistant is a band 5 position in SPC’s 2024 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.