Secretariat of the Pacific Community (SPC)

SPC Nabua

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 Public Health Division (PHD) supports members in developing healthier Pacific Island communities by providing assistance in public health surveillance, and in the prevention and control of communicable and non-communicable diseases. The primary focus of the division is to provide scientific and technical assistance and to support the implementation of plans and programmes in member countries and territories. The primary goals for all PHD activities is to promote population health and well-being, help communities prevent disease and restore and/or maintain health, and reduce inequalities in health. PHD is primarily concerned with improving and protecting public (population) health, rather than providing individual treatment services. PHD is comprised of three programmes: Surveillance Preparedness and Response; Non-Communicable Diseases (NCD) Prevention and Control; and Clinical Services. This position is located within the NCD Prevention and Control Programme.

The Finance and Administration Assistant will assist with administration and financial management, monitoring and report preparation, and also provide administrative support to the programme support team. The key responsibilities of the role include the following: Leading the PHD’s Secretarial and Administration task for all support teams

  • Ensuring that timely and efficient services are provided to the PHD in the areas of human resources, meetings, workshops, travel and protocols
  • Organize and process all photocopying, dispatch outgoing mail, ensuring compliance with approved templates and e-filing systems
  • Follow up/minutes of PHD-support team meetings

Continuous improvement of PHD’s Administrative system, processes and data management in Navision Jobs Module and TMS system

– Quality improvement in area of Administration:

  • Contribute and support the on-going development of administrative management system/tools
  • Particular focus on the documented procedures to ensure a consist approach within the framework of SPC’s corporate policy and procedure
  • Continuous support towards the improvement to TMS system and Navision Jobs Module

Assist in Project Financial Support and Financial Management

  • Procurement
  • Project posting verification
  • Auditing

Lead role in organizing travel, workshops and conferences

  • Organize travel and per diems for PHD-support team, consultants and PICTs in line with SPC’s procurement policy
  • Organize visit notification letters in accordance with SPC’s policy and ensuring these are sent to countries at least 3 weeks before the proposed visit

  • Organize and advise participants of travel and logistical aspects

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

Key selection criteria

Qualifications

  • Diploma in a relevant discipline such as accounting or financial management

Knowledge and experience

  • At least five years of experience in office secretarial and administration with some financial management in a reputable organisation.
  • Good working knowledge of project accounting and associated reporting requirements.

Essential skills

  • Strong interpersonal skills in the multicultural environment of the Pacific Islands
  • Excellent PC-based computer skills, including knowledge of Microsoft Word, Excel and Outlook.

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 – 52 weeks – subject to renewal depending on funding and performance

Remuneration – The Finance and Administration Assistant is a Band 6 position in SPC’s 2022 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.

Application procedure

Closing Date – 28 July at 11:59pm (Fiji time)

Job Reference: JR000060

Applicants must apply online at (link)

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.

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

  • Describe an example where you were responsible for organising a large regional meeting. How did you organise and schedule the tasks? Is there anything that you would have done differently?
  • Describe your background in facilitating administrative procurement of goods and services including any challenges faced in the facilitating of procurement processes?
  • Describe an example where you were responsible for organising the printing of a large volume of publications, and what was the process taken to facilitate this?

JDFinanceandAdministrationAssistant.docx

Type: Temporary – Local

Category: Administration & Office Support

Reference ID: JR000060

Date Posted: 21/07/2022

Tags: continuous improvement, data management, financial management, fisheries, genetic resources, health surveillance, human resources, photocopying, procurement, project accounting, report preparation, sustainable development