Divisional Administrative Assistant

• Attractive local package
• Friendly and supportive team environment
• Join the principal development organisation in the region

Description

 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 Human Rights and Social Development Division has a vision for just, equitable and resilient Pacific societies and it aims to achieve this by advancing human rights, equality and social inclusion for all Pacific people, grounded in cultural values and principles. The work of this Division includes work previously undertaken by the Regional Rights Resource Team (RRRT) in the area of human rights and the Social Development Programme (SDP) in the areas of gender equality and social inclusion, culture and youth development.

In line with its vision, the work of the Division will encompass the following focal areas:

• Objective 1: Pacific institutions are strong, transparent, and responsive for upholding and promoting human rights and implementing inclusive, gender sensitive and culturally respectful development.
• Objective 2: Pacific Civil Society understand and can advocate for their rights and uphold cultural values.
• Objective 3: Pacific culture is protected, preserved, and promoted and culturally relevant and appropriate knowledge and systems are integrated across all work.
• Objective 4: All PSC programs and operations are grounded in people centered approaches and consider the rights and cultural values of diverse groups including women, children, youth and persons with disabilities.
• Objective 5: HRSD Division teams work collectively, coherently, and efficiently and to a high standard to achieve shared success for Pacific societies.

The role – Divisional Administrative Assistant will be responsible for supporting the administrative and logistics delivery of a range of projects in accordance with SPC and Donor requirement, ensuring smooth operation of all HRSD office projects and programme delivery.

The key responsibilities of the role include:

Office Administration and Operations Support

• Handle administrative requests from Project staff.
• Procurement of goods and services in line with SPC and donor policy.
• Make travel arrangements, input purchase orders in Navision, arrange accommodation and per diem for official travels and inform staff accordingly.
• Provide effective administrative support for payment status and orders for all HRSD vendors.
• Provide backstopping support to other project teams within HRSD and SPC.

Travel and Logistics Support

• Managing travel requirements for senior management and other staff, including liaising with travel agents on itinerary and tickets.
• Support the development of budgets for regional workshops and field travel needs.
• Facilitate travel arrangements for Regional and National Workshops, including staff duty travel.
• Prepare Country Circulars to SPC focal points to advise on workshops and events.

HRSD Leadership Support and Information Management

• Support senior management meetings as needed.
• Assist the Director/Deputy Director in preparing documents for external stakeholders on an ad hoc basis, such as MoUs or JDs.
• Ensure that procurement documentation supplied to the Director/Deputy Director is completed according to the appropriate guidelines and standards.
• Assist the Director/Deputy Director in facilitating strategic input in planning and reporting documentation.
• Act as a key point of contact for the Director’s office for internal stakeholders.

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

Key selection criteria

 Qualifications

• Diploma in office management, administration, secretarial studies or equivalent body of knowledge and experience.

Technical expertise

• At least 5 years of experience in project or programme administration. Attention to detail.
• Strong time management skills.
• Strong organization skills.
• Works well with deadlines.          

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 – 3 years – subject to renewal depending on funding and performance.

Remuneration – the Divisional Administrative Assistant is a band 7 position in SPC’s 2025 salary scale, with a commencing taxable salary range of FJD 2,402-3,002 per month, plus local staff benefits. An offer of appointment for an initial contract will be made in the lower half of this range, with due consideration being given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews.

Benefits for Staff in a position advertised locally (EPAL) whose duty station is Suva – SPC provides medical and life insurance for eligible employees and their eligible dependents. Employees are entitled to 25 working days of annual leave per annum and other types of leave, and access to SPC’s Provident Fund (contributing 8% of salary, to which SPC adds a 10% contribution).

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: 26 November 2025 at 11:59pm (Fiji time)

Job Reference: TT000153

Applicants must apply online at http://careers.spc.int/

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.

SPC does not charge a fee to consider your application and will never ask for your banking or financial information during the recruitment process.

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

1. What are two key challenges you have faced in providing administrative and operations support to a large and diverse team?  How did you address these challenges?
2. What experience do you have in arranging and managing travel in the Pacific region, including to North Pacific countries? Please share an example.
3. What are the top three skills you bring to supporting those in leadership roles of an organisation or division?