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 provide document management and audit support, logistics and administration and support to shared services.

The key responsibilities of the role include:

Document management and audit support

• In line with the SharePoint finance hub library structure, periodically review filing done by the various Suva teams to ensure the library filing rules are followed, collaborate with Suva teams to understand their specific document management requirements if not fulfilled through the hub, support the senior admin assistant to train staff in the correct use of the hub where required and support the senior admin assistant where on the ground liaison and support is required for other services reporting to the finance director for their hubs.

• In relation to the management of physical archival finance documents, scan documents and file in accordance with library structure in the SharePoint hub and retrieve physical documents from storage as may be required. Physically file the documents in a logical manner.

• Perform key support role in the extraction of documents for audit, and in placing them in the hub for easy access of all stakeholders.

• Perform basic control checks on documentation prior to submission to ensure audit readiness.

Logistics and administration

• Support the senior admin assistant in the organisation of the large, shared services workshops annually. This includes Suva based logistical support for hotel/conference arrangements, transport, and activities.

• Create purchase orders, request quotes, process vendor invoices, and generate payment requests for the central finance team based in Suva as may be requested.

• Organise Suva office events and team activities.

• Provide support to finance associates in the processing of basic finance functions such as project advance documentation, credit card documentation, and electronic payment requests (EPRs).

Support to Shared Services

• Actively participate in shared service programs and activities. This includes finance pooling initiatives and deployments.

• Work collaboratively with divisional finance staff in all respects.

• Take a team-oriented approach by proactively assisting others in the central finance team.

• Co-manage the finance helpdesk with other finance team members

• Any other task that may be delegated.

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

Key selection criteria

Qualifications

• Diploma in management, business administration, secretarial administration, or equivalent body of knowledge and experience.

Technical expertise

• At least 4 years' experience and demonstrated competence in the same field.

• Sound Microsoft Office knowledge and skills.

• Sound collaboration and team working skills.

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 is a band 6 position in SPC’s 2025 salary scale, with a commencing taxable salary range of FJD 1,987-2,483 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.

Benefits – SPC provides medical and life insurance for eligible employees and their eligible dependents. Employees are entitled to 25 working days of annual leave per annum and other types of leave, and access to SPC’s Provident Fund (contributing 8% of salary, to which SPC adds a 10% contribution).

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 – 13 July 2025 at 11:59pm (Fiji time)

Job Reference: JM000891

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. Describe what experience you have in records management and why is records management important in any organization.

2. Working in an organization where document flow is from various locations, how would you set up an ideal document management process?

3. Describe which systems you have used for document management. Also advise on your experience with accounting software.