December 15, 2023

Senior Programme Assistant

07/01/2024
  • Deadline: 07/01/2024
  • Location: Suva, Fiji
  • Organization: Pacific Community (SPC)
  • Salary: FJD $ $27,44 - $34,308
Full Time

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 vision of the Educational Quality and Assessment Programme (EQAP) is to be ‘The agency for educational quality in the Pacific region’. Its mission is to enhance the quality of education and training for Pacific learners, so they realize the benefits of lifelong learning. EQAP seeks to promote the following core values within the context of SPC’s corporate values:
• a culture of quality;
• a culture of continuous improvement;
• cultural and political sensitivity;
• respect for the autonomy and priorities of the education system in each Pacific Island country and territory (PICTs); and
• assimilation of the expressed needs of countries in its delivery of technical services.

The Senior Programme Assistant will manage and monitor administrative responsibilities that contribute to the successful achievement of outcomes for the various sections in EQAP, through direct support of professional services provided by the Professional Officers and the EQAP Director. The key responsibilities of the role include:

Data verification and quality assurance
• Coordination of collection of education-related data from a variety of sources for collation, verification, and reporting.
• Verify data for accuracy and integrity, on collection and reporting.

Support with management of clients and partners and annual work planning
• Provide effective support in order to maintain and strengthen partnerships with clients and stakeholders
• Work with team leaders to provide the necessary support on the planning, budgeting, and monitoring of the activities
• Manage and troubleshoot workflows

Administrative Support
• Provide logistical support for Programme activities, in terms of travel and accommodation logistics for POs and participants
• Maintain a system of filing of physical as well as electronic records inclusive of scholarships applications
• Transfer information from records into M&E templates. (Meeting Minutes, Meeting rooms register and settings, Housekeeping on meeting rooms)

Communications
• Communicate with stakeholders to ensure the production of quality materials and their timely dispatch to the countries
• Liaise with relevant national and international agencies to share and solicit relevant information
• Communicate with focal points in various countries and staff of SPC

Financial Operations Support
• Assist EQAP Finance in raising Purchase Orders in Navision for all expenses
• Organise procurement of quotations, stationery, and provision of payments
• Assist in the procurement of required services from various government ministries and NGOs

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

Key selection criteria

Qualifications
• Bachelor’s degree in a relevant field such as information systems, administration or business management/commerce from a recognized institution.

Technical expertise
• At least 3 years of experience working in the area of projects, administration and/or management preferably in an area of education.
• Experience in analysing and synthesising information for meaningful reporting.
• Experience in negotiating with individuals from different ethnic, cultural and educational backgrounds.
• Knowledge and competency of advanced information technology tools, including word processing, spreadsheets, power point presentations and databases.
• Proven record of efficiency, attention to details and accuracy in carrying out all duties.

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 Senior Programme Assistant is a Band 7 position in SPC’s 2023 salary scale, with a commencing taxable salary range of FJD 2,287-2,859 per month, plus local staff benefits. An offer of appointment for an initial contract will normally be made in the lower half of this range, with due consideration given to experience and qualifications. Progression within the salary scale will be based on annual performance reviews.

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.

How to apply:

Application procedure

Closing Date – 7 January 2024 at 11:59pm (Fiji time)
Job Reference: JM000518

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. Describe an example of when you were responsible for organising a large event. How did you organise and schedule the tasks? Was the event successful? If so, how did you know? Is there anything that you would have done differently?
2. Give us an example of when you have exercised financial monitoring and evaluation. What was the situation, how did you address it and what was the outcome?
3. Please describe your experience in project management and preparing reports and communication materials?