Programme Assistant
FJD 1,987 - 2,483 per monthPosted 1 day ago
Closes in 13 days
About the company
The Pacific Community (SPC) is the principal scientific and technical organisation in the Pacific region, supporting development since 1947. It is an international development organisation owned and governed by 27 country and territory members, working across more than 25 sectors including fisheries science, public health surveillance, geoscience, and conservation of plant genetic resources. Within SPC, the Land Resources Division (LRD) provides scientific advice, capacity building and services on plant genetic resource conservation, forest and landscape management, resilient agricultural systems and food security for Pacific communities.
About the role
The Programme Assistant provides administrative, logistical, coordination and records support to the Genetic Resources Programme, including the Centre for Pacific Crops and Trees (CePaCT). The role covers meeting facilitation, stakeholder engagement coordination, procurement support, and logistical arrangements for programme meetings, workshops and events. It also involves maintaining programme administrative records and filing across physical and electronic systems such as SharePoint and shared network drives, and archiving supporting documentation for donor and project files, agreements, reports and staff travel. Additional duties include supporting programme reporting and verification processes and assisting with staff onboarding and offboarding, as well as providing support to other LRD teams when agreed with the supervisor.
Key responsibilities
- Manage the office front desk and support visitors, stakeholders and client enquiries for the GRP.
- Facilitate Programme meetings and hosted stakeholder engagements, including coordinating meeting-room arrangements and preparing minutes/records.
- Maintain Programme stakeholder contact and distribution lists and circulate approved communications on behalf of the Programme Leader.
- Monitor key events, staff movements and relevant calendars.
- Support Programme procurement requirements by obtaining quotations and collating required administrative documentation, in liaison with LRD Finance/Procurement staff.
- Coordinate logistical arrangements for the distribution of germplasm and/or biological samples, in consultation with the Curator or relevant technical staff.
- Coordinate logistical arrangements for Programme meetings, workshops and stakeholder events, including venues, accommodation and service providers.
- Maintain Programme administrative records and filing in approved physical and electronic storage systems, and archive supporting documentation for meetings, donor and project files, agreements, reports and contracts.
About the successful candidate
- Tertiary certificate or diploma in office management, administration, secretarial studies, or a related discipline, or equivalent knowledge and experience.
- At least 3 years of relevant experience in programme administration, coordination, logistical support and records management, including physical and electronic filing.
- Good computer skills, including experience using Microsoft Office/Microsoft 365 and electronic document and filing systems.
- Demonstrated experience coordinating medium- to large-scale meetings, workshops or stakeholder events, including participant liaison, travel and logistical arrangements.
- Good interpersonal, customer service and communication skills, with the ability to liaise effectively with internal and external stakeholders.
- Demonstrated commitment to gender equality and human rights-based approaches.
- Ability to work as part of a team and autonomously in a multi-cultural environment.
- Excellent English communication skills (oral and written).