Programme Assistant – PEUMP PMU

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 Pacific-European Union Marine Partnership (PEUMP) Programme is a seven-year programme, in partnership with the Forum Fisheries Agency (FFA) and the Secretariat of the Pacific Regional Environment Programme (SPREP), with the University of the South Pacific (USP) implementing one component under a separate agreement with the EU. The programme is funded by the European Union and the government of Sweden . SPC is implementing three areas specifically the Programme Management Unit (PMU), oceanic science, and coastal science and management components. The PEUMP Programme works in all 15 Pacific-ACP countries including Timor-Leste.

The Programme Assistant will provide administration services and support to the PEUMP programme PMU ensuring all SPC procurement, travel and financial policies and guidelines are complied with and supporting documents are archived.

The key responsibilities of the role include:

Coordinate conference, meetings and workshops

• Arrange and process travel bookings for participants within the required timeframe.
• Coordinate logistical arrangements and administrative support
• Attend to printing, collation and distribution of meeting papers

Management of PMU staff and consultant’s travel

• Arrange and process all travel for PMU staff, attachments and consultants hired by the PMU
• Make changes to travel if needed when staff require changes made, especially when travel has commenced
• Collect all boarding passes, hotel receipts and other documentation of travel and archive these for future audit purposes

Provide secretarial and technical support to the PMU staff

• Immediate attendance to sending out correspondence in different forms to the recipients
• Arrange purchase orders for goods and services and match these in the SPC finance system when invoices are received
• Ensure copies of correspondence are placed in the appropriate files

Assist with project procurement and contract oversight

• Assist with the overall procurement of goods, services, works and technical advice including preparation of calls for quotations, tender documents, establish bid evaluation committees and completion of standard templates relating to procurement
• Assist with the preparation of contracts using standard templates
• Collects and archives all documentation in regard to procurement and consultancies for future audit purposes

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

Key selection criteria

Qualifications

• Tertiary certificate or diploma in office management, administration, secretarial studies or related discipline from a recognized institution

Technical expertise

• At least 2 years relevant experience in a similar position undertaking programme administration task and filing supporting documents
• Good computer skills using the Microsoft working environment
• Demonstrated professional and effective experience in project administration and accounting skills
• Ability to work as part of a team and autonomously in a multi-cultural environment
• Experience in updating websites, including conversion of documents to place on the web

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 30 April 2025

Remuneration – The Programme Assistant – PEUMP PMU is a Band 6 position in SPC’s 2023 salary scale, with a commencing taxable salary range of 1,846-2,308 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.