Administrative 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 Fisheries, Aquaculture and Marine Ecosystems (FAME) Division includes the Oceanic Fisheries Programme (OFP) and Coastal Fisheries and Aquaculture Programme (CFAP). CFAP’s goal is to ensure that inshore fisheries, nearshore fisheries and aquaculture in Pacific Island countries and territories are managed and developed sustainably. The programme assists governments and administrations to develop scientifically informed and socially achievable coastal fisheries management policies and procedures (national and community-based). It provides support for sustainable aquaculture, including planning, research and development, aquatic biosecurity, and trade, for Pacific Island governments, the private sector and other stakeholders. It assists in developing sustainable nearshore fisheries in Pacific Island countries and territories to provide for food security, sustainable livelihoods, economic growth and assist climate change adaptation.

The role – Administrative Assistant (RCFA Project) will be responsible for providing high-quality administrative and project support across the Resilient Coastal Fisheries and Aquaculture (RCFA) Nauru project, ensuring all SPC grants, and procurement, travel and financial policies and guidelines are complied with and supporting documents are archived.

The key responsibilities of the role include:

Provide accurate, efficient and timely administrative support across the RCFA project

• Assist RCFA project members with all business support requests and enquiries.
• Maintain accurate records of all financial transactions across project budget, including transactions relating to the grant agreements.
• Ensure financial activities for projects comply with internal policies, terms, and conditions for provision of services and goods.
• Arrange cash advances for staff and review staff acquittals based on invoices provided.
• Progress payments for consultants in-line with contract terms and conditions.
• Support the Procurement and Finance Officer to prepare financial statements, accounts, reports to donors.

Provide accurate, efficient and timely administrative support for all project travel and procurement activities

• Process and manage international and domestic travel requests from staff, consultants, RCFA participants as and when required.
• Review and progress protocol notification letters to Nauru focal points prior to initiating travel logistics for internal staff or external consultants.
• Pro-actively coordinate group travel requests in advance of conferences, meetings, workshops to optimise people’s time and ensure cost efficiencies.
• Undertake acquittals of travel, especially when travel plans change (often in real-time).
• Review people’s travel itineraries (issued by external travel agencies) to ensure smooth and efficient transitions at international “lay-overs”.
• Provide analysis of overall group travel information and provide insights to Technical Advisor to escalate/improve travel inefficiencies.

Organise workshop logistics, draft official correspondence and schedule project activities

• Organise complex airline and hotel bookings, per diems, contingency funds, transfers and other logistics for workshop staff/participants travelling as required.
• Regularly update the workshop/meeting participant training database.
• Ensure that acquittals of workshops or meetings are advanced to the Finance department within 1-2 weeks.
• Ensure participants, delegates, consultants, and interpreters have copies of papers and presentations ahead of significant meetings or workshops. This includes (but is not limited to) producing hard copies of documents or presentations and circulating meeting links to share-point sites.
• Guidance and training provided to project staff on how to best organise, file and maintain project information.

Provide back-up for other FAME support staff and undertake other duties as directed by the Technical Officer, Procurement and Finance Officer and the National Coordinator

• Stand-in for and/or liaise with other FAME support staff when required or as directed by the Technical Advisor or Procurement and Finance Officer.
• Assist FAME support staff with administration, travel logistics and ad hoc requests when significant meetings are held.
• Organise meeting room set-up for face-to-face and virtual meetings.
• Undertake “special projects” or work streams as and when required by Technical Advisor or Procurement and Finance Officer.
• Take minutes of key stakeholder meetings and when required by the Technical Advisor.

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

Key selection criteria

Qualifications

• Minimum of an advanced diploma in the areas of business administration, secretarial services, financial management.

Technical expertise

• At least 5 years of relevant experience in the provision of business and or project support within a medium to large sized organisation in a similar institution or environment.
• Proficient in Microsoft 365 and Office suite especially excel data analysis and reporting.
• Proficient in drafting official correspondence/ communications.
• Experience utilising an array of business support tools/applications and share point platforms.
• Experience working directly (face-to-face or via video conference) with internal and external stakeholders.
• Experience coordinating travel and conference logistics under time constraints.
• Experience reviewing group travel needs and developing business insights.
• Experience in tracking and reconciling financial information for reporting purposes.

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 – 3 years – subject to renewal depending on funding and performance.

Remuneration – The Administrative Assistant (RCFA Project) is a band 6 position in SPC’s 2024 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.