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 Operations and Management Directorate (OMD) provides corporate services to all SPC Divisions and Programmes. It consists of three key departments: Finance, Human Resources and Information Services. OMD is focused on improving the effectiveness of systems, policies and management to provide high-quality customer-oriented services.

The role – Administrative Assistant will undertake general administrative and finance tasks for Procurement, Grant and Travel teams, provide high quality advice and client customer service and contribute to the implementation of the PG Team workplan.

The key responsibilities of the role include:

Manage the transport of personal effects (removals) and facilitate the purchase of duty-free vehicles for new staff

• Contribute to the definition and implementation of appropriate solutions for the management of staff movements.
• Implement the necessary Preferred Supplier Agreements (PSA).
• If necessary, ensure the link and follow-up with the budget manager of the removal for purchase orders and invoicing. Help new staff to benefit from the possibility of purchasing duty-free vehicles.

Provide general administrative support and answer customs, quarantine and protocol questions

• Identify, list and document customs procedures / protocol in place for SPC member countries in collaboration with the Legal team.
• Collaborate in the implementation of long-term, renewable and centralized approaches to facilitate the movement of equipment (including interpretation).
• At the request of the Division, prepare documents relating to customs formalities, quarantine and protocol.

Provide administrative support to the procurement and grants team

• Collaborate in the implementation of PSAs useful and necessary for the proper functioning of SPC and mainly Procurement (water, supplies, freight forwarders, taxis, transport, courier, etc.).
• Participate in the logistics of the meetings of the Procurement & Grant Section, in particular the Procurement Committee, Monthly team meetings and meetings with the divisions.

Vendor management

• Contribute to the implementation of online vendor forms and management system.
• Carry out the screening of vendors and proceed to the archiving / communication of the results.
• Follow up on Due Diligence and COI renewals.

Uploading to the Procurement websites (intranet & SPC website)

• In collaboration with the Procurement & Grant Team Leader / & the Grant Advisor, ensure publication of RFPs/RFQs/CFPs on the SPC website.
• Centralize access and manage publications on sites other than those of the SPC.

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

Key selection criteria

Qualifications

• A diploma in a relevant field such as procurement, finance, commerce or business administration with 2 years of work experience; or
• In the final year of completing an undergraduate degree or having graduated from an undergraduate degree in Procurement, Finance, or a related field within the past 12 months with 1 year of work experience.

Technical expertise

• At least 1-2 years of work experience.
• Organizational skills, with ability to prioritize workload and meet set deadlines.
• Proven ability to work effectively without constant supervision.
• Proven ability to organize and support administrative functions at a work environment or in university projects.
• Proven ability to work effectively in a team, alongside colleagues from diverse cultural backgrounds.
• Ability to multi-task and work under pressure.

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 15 December 2027 – subject to renewal depending on funding and performance.

Remuneration – The Administrative Assistant 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.

How to apply

Application procedure

Closing Date – 27 October 2024 at 11:59pm (Fiji time)

Job Reference: JM000776

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. Can you describe your experience managing multiple administrative tasks simultaneously while ensuring deadlines are met? Please provide specific examples, including any tools or techniques you used to prioritize your workload.
2. What experience do you have in working with procurement processes, such as issuing purchase orders, requesting quotes, or vendor management?
3. How have you applied customer service skills in a previous role to support internal and external stakeholders? Can you provide an example where you resolved an issue or facilitated a positive outcome?