Data and Records Assistant

The Pacific Community (SPC)·Suva

Office & Admin·Contract

FJD 1,987 - 2,483 per month·Posted 2 days ago

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 to benefit Pacific people. The Geoscience Energy and Maritime (GEM) Division, which hosts this role, provides advice, technical assistance, research and training support to Pacific Island countries and territories across oceans and maritime governance, geoscience and energy, disaster and community resilience, and earth and ocean observation services.

About the role

The Data and Records Assistant is responsible for keeping all project-related databases, records and filing systems up to date within the GEM Division. The role supports the Knowledge and Capacity Development Officer in maintaining the training database and following up on trainee reports, and provides basic administrative support with procurements and travel arrangements for sponsored trainees. It also involves monitoring and filing project documentation such as concept notes and activity reports across countries, working with Implementation Officers to obtain missing documents. A further part of the role is maintaining the project's online filing system, including reviewing and tidying SharePoint folders with the Project Manager, and populating and updating the project management software ClickUp, while supporting other project staff and implementing partners in using it. This is a fixed-term contract position based in Suva.

Key responsibilities

• Maintain the projects training database and provide related administration support.
• Support the Knowledge and Capacity Development Officer in maintaining an excel database of all trainees supported by the project.
• Follow up and secure training and post-training reports from supported trainees.
• Maintain a record of reports received and those outstanding.
• Provide basic administrative support with procurements and travel arrangements for sponsored trainees.
• Keep a record of concept notes and activity reports received and outstanding for all countries, and ensure they are filed correctly.
• Support Implementation Officers in obtaining concept notes and activity reports from implementing agencies.
• Review and maintain the project's SharePoint filing architecture and ClickUp project management software, keeping both up to date and supporting other staff and partners in their use.

About the successful candidate

• Diploma qualification in a relevant field such as Information Systems, Information Management, Monitoring and Evaluation, or an equivalent body of knowledge and experience.
• 3-5 years of experience in data collection, data/information management, and/or project monitoring and evaluation.
• Skilled user of database and information systems.
• Demonstrated experience organising diverse records for ease of access and retrieval by internal and external stakeholders.
• Computer literacy, including the ability to use MS Excel and SharePoint.
• Understanding of best international practices in development effectiveness.
• Excellent English communication skills, both oral and written.
• Ability to work in a multicultural, inclusive and equitable environment.