Programme Assistant
FJD 1,987 - 2,483 per monthPosted 1 day ago
Closes in 14 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. The Land Resources Division (LRD) provides scientific advice, capacity building and services on plant genetic resources, forest and landscape management, resilient agriculture and food and nutrition security for Pacific communities.
About the role
This role provides administrative, logistical, coordination and records support to the Genetic Resources Programme (GRP), including the Centre for Pacific Crops and Trees (CePaCT). It covers front-desk and visitor support, facilitation of Programme meetings and stakeholder engagements, and maintaining contact and distribution lists on behalf of the Programme Leader. The position also supports procurement processes, coordinates logistics for meetings, workshops and germplasm/biological sample distribution, and maintains Programme records in physical and electronic filing systems such as SharePoint. Additional duties include supporting reporting and verification processes, assisting with staff onboarding and offboarding, and providing administrative and logistical support to other LRD teams as needed. The duty station is Suva, and the contract is for one year, subject to renewal depending on funding and performance.
Key responsibilities
- Manage the office front desk and support visitors, stakeholders and client enquiries for the GRP.
- Facilitate Programme meetings and hosted stakeholder engagements, coordinating meeting-room arrangements and preparation of 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 administrative and logistical arrangements for the distribution of germplasm and/or biological samples.
- Maintain Programme administrative records and filing in approved physical and electronic storage systems, including SharePoint and shared network drives.
- Collect, organise and archive supporting documentation for meetings, donor and project files, agreements, reports, consultancies, contracts and staff travel.
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 multicultural environment.
- Excellent English communication skills (oral and written).