Data and Records Assistant
FJD 1,987 - 2,483 per monthPosted 2 weeks ago
Closes in 4 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 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 ocean and maritime governance, geoscience and energy, disaster and climate resilience, and earth and ocean observation.
About the role
The Data and Records Assistant ensures that all project-related databases, records and filing systems within the GEM Division are kept up to date. The role supports the Knowledge and Capacity Development Officer with the training database and provides basic administrative support with procurements and travel arrangements for sponsored trainees. It also covers monitoring and filing of project documentation, including concept notes and activity reports across countries, and working with Implementation Officers and implementing agencies to obtain and file these correctly. A further part of the role involves maintaining the project's online filing system, reviewing and tidying SharePoint folders with the Project Manager, and populating and updating the project management software 'Click Up', including supporting project staff and implementing partners in using it.
Key responsibilities
- Support the Knowledge and Capacity Development Officer in maintaining 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 that are received and the ones that are 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.
- Support Implementation Officers in obtaining concept notes and activity reports from implementing agencies.
- Review the project's SharePoint filing architecture with the Project Manager and monitor folders for completeness and accuracy.
- Populate and maintain project architecture on the 'Click Up' project management software and support staff and partners in using it.
About the successful candidate
- Diploma qualification in a relevant field such as Information Systems, Information Management, Monitoring and Evaluation, or equivalent body of knowledge and experience.
- 3-5 years of experience in data collection, data/information management, and/or project monitoring and evaluation.
- Skilled in database and information systems use.
- 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, oral and written.
- Ability to work in a multicultural, inclusive and equitable environment.