Programme 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 26 country and territory members. In pursuit of sustainable development to benefit Pacific people, our organisation works across more than 20 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 Land Resources Division (LRD) provides advice, technical assistance, research and training support to Pacific Island countries and territories (PICTs) on all aspects of agriculture and forestry. This includes plant protection, conservation, plant genetic resources, animal health and production, agroforestry, biosecurity and trade facilitation, and sustainable systems for agriculture, forestry and land management. This work has two objectives: improved food and nutritional security and resilient communities. The division’s services are provided through seven technical/thematic teams: Animal Health and Production; Plant Health; Biosecurity and Trade Facilitation; Forest and Agriculture Diversification; Crop Production and Extension; Genetic Resources; and Forests and Trees.

The Programme Assistant will provide administrative, logistical and documentation support services to the Genetic Resources Program including the Centre for Pacific Crops and Trees (CePaCT).

The key responsibilities of the role include the following:

Administrative support

• Manage the CePaCT front desk and visitors including customer/client enquiries.
• Facilitate staff meetings.
• Monitor key events and staff movement.
• Manage tea funds and tea supplies for staff.
• Monitor general cleaning of all office facilities in consultation with SPC Facilities.

Logistical Support

• Assist with sourcing quotations to support procurement needs of the program.
• Facilitate the distribution of germplasm and/or biological samples.
• 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.
• Assist with travel logistics for staff and stakeholders.

Documentation Support

• Regular stocktaking for laboratory supplies, consumables, chemicals, and equipment.
• Assist with the coordination, update, monitoring and documentation of documentation needs for key quality management systems including suppliers lists.
• Digitizing of important documents and their proper storage.
• Assist data entry for crop collections and other relevant work areas.
• Collects and archives all documentation regarding consultancies, staff duty travels for future audit purposes

Other duties

• Contribute to program reporting requirements and verification processes.
• Assist with onboarding and offboarding processes for staff.
• Assist other relevant teams in LRD when required.
• Other duties as assigned.

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

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 three years appropriate experience in a similar position undertaking programme administration task and filing supporting documents (hard copies and e-files).
• 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.
• Demonstrated commitment to gender equality and human rights-based approaches.
• Experience in updating websites, including conversion of documents to place on the web.
• Good public relations and communication 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 – 2 years – subject to renewal depending on funding and performance.

Remuneration – The Programme Assistant is a Band 6 position in SPC’s 2023 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.