Office Administrator

• Tonga-based position
• Join the principal development organisation in the 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 unique 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 Polynesia Regional Office will lead on strengthening engagement and relationships with members towards better coordination, planning and delivery of regional programmes and services across the Polynesia sub-region. This includes strengthening integrated programming efforts and development of strategic approaches to country programming in Polynesian countries to increase sustainable development impacts and results for SPC members in particular progressing their Sustainable Development Goals. As part of programming, the work of PRO will also facilitate the harmonisation of approaches and contextualised models for programme execution in Polynesia.

The role – the Office Administrator will lead logistics coordination and support office administration responsibilities for PRO. This role will provide logistics support to PRO staff including the onboarding of new staff, engagement of consultants and SPC staff visiting PRO; events, trainings and convenings supports by PRO for SPC and its partners.

The key responsibilities of the role include the following:

Lead on administrative support for the PRO

• Provide clerical & administrative support to the Regional Director for Polynesia and the Polynesia Regional Office.
• Provide logistical support for the PRO (events/meetings, travel and related logistics).
• Ensure that all SPC vendors and suppliers are paid on time.
• Develop an Asset register and update as necessary.
• Assist with preparation of meeting papers and record minutes of RD and related meetings.
• Assist with oversight of facilities and maintenance.
• Format, proofread and transcribe documents.
• Take messages and following up on enquiries.
• Provide information to stakeholders.

Support operations for PRO and SPC teams in Tonga

• Book travel arrangements for PRO staff.
• Organise procurement of quotations for stationery, office equipment etc and provision of payments.
• Provide customer service including the scheduling of appointments and maintaining calendars.
• Schedule and coordinate staff meetings.
• Prepare communications, such as memos, emails, invoices, reports and other correspondence as required.
• Facilitate and provide information as required and directed for SPC staff.
• Deliver office correspondence to government departments, diplomatic missions and keep an up to date record of correspondence.

Provide liaison support across Government for PRO

• Liaise with focal point for countries and diplomatic missions and other SPC stakeholders in Tonga when directed.
• Liaise with Tonga/PMCs (where relevant) Immigration and Foreign Affairs.
• Liaisie with Immigration Department & Foreign Affairs for all SPC expatriates staff work permits & work visas and any other requirements
• Liaise with government ministries and departments where needed for tax exemption, PRO privileges, vehicle registration/licensing etc. and other under the HCA.

Provide HR support for SPC staff in the PRO

• Assist the HR team based in Noumea with induction tasks for incoming staff.
• In coordination with the HR team in Noumea, provide PRO based employees with information on SPC staff rules and policies.
• Provide headquarters with all relevant HR paperwork.
• Liaise with Immigration Department & Foreign Affairs for all SPC expatriates staff work permit & work visa in Tonga.

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

Key selection criteria

Qualifications

• A relevant tertiary qualification in administration and office management or relevant discipline.

Technical expertise

• At least 4 years-experience in in office management and programme administration.
• Demonstrated organizational skills with ability to prioritise workload and complete work under deadlines.
• Demonstrate ability to work effectively without constant supervision.
• Demonstrated ability to successfully organize and assist with administrative and human resources related duties.
• Experience with computer environment used in SPC including Windows and Microsoft Office.
• Knowledge in project or other major donor administrative and financial procedures and reporting.
• Understanding of financial management and accounting skills.
• Demonstrated knowledge and ability to organize meetings, special events and to manage unexpected developments with understanding, initiative and adaptability.
• Ability to analyze and resolve problems in the daily operations of the office.
• Driver’s license.

Language skills

• Fluency (both written and spoken) in English is required.

Interpersonal skills and cultural awareness

• Ability to work as part of a team and autonomously in a multi-cultural environment.
• Knowledge of Pacific Island countries and territories is an advantage.

Salary, terms and conditions

Contract Duration – This position is budgeted until 31 December 2026 and is subject to renewal depending on performance and funding.

Remuneration – the Office Administrator is a Band 7 position in SPC’s 2024 salary scale, with a starting salary range of TOP 21,192 –26,490 per year, plus local staff benefits. An offer of appointment for an initial contract will be made in the lower half of this range, with due consideration being given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews.

Benefits – SPC provides medical and life insurance for eligible employees and their eligible dependents. Employees are entitled to 25 days of annual leave and access to SPC’s Provident Fund (contributing 8% of salary, to which SPC adds a matching contribution).

Languages – SPC’s working languages are English and French.

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 bilinguism, 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 private policy.

Please note that applicants must be Tonga Nationals currently residing in the country, or hold the proper work permit for salaried employment there.

Application procedure

Closing date: 28 April 2024 – 11:00 pm (Noumea time)

Job Reference: KK000060

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.

Screening questions (maximum of 2,000 characters per question):

1. Please describe your administrative experience working in a national or regional office (including financial background if any).
2. Explain how you would handle a situation where you were assigned multiple tasks by different team members?
3. Briefly describe your experience in travel and logistics management/administration for fieldwork or workshops and identify three lessons learned.

Position Description