Office Administrator At Pacific Community

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 unique 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 Micronesia Regional Office (MRO) situated in Kolonia, Pohnpei, Federated States of Micronesia (FSM), is the main hub for SPC’s projects and partnerships with the Micronesian members of the Federated States of Micronesia, the Republic of the Marshall Islands (RMI), the Republic of Palau, and the United States territories of the Northern Mariana Islands (CNMI), and Guam. The MRO opened in January 2006.

The role – the Office Administrator will provide efficient assistance to the Director in the overall responsibilities of the MRO Administration by leading logistics coordination and support office administration responsibilities for MRO.

The key responsibilities of the role include the following:

Office Administration

• Provide and oversee general administrative support to the Director.
• Update, Compile & Collate Calendar of daily, weekly monthly meetings for the Director.
• Provide logistical support for the MRO.
• Provide administrative support including email correspondence and generation and distribution of memos, etc.
• Assist with preparation of meeting papers and record minutes of related meetings.
• Format, proofread and transcribe documents.
• Maintain a filing system and record all correspondence.
• Manage accounts and perform bookkeeping as necessary to support the Senior Finance Officer and Administrative Assistant.
• Assist with oversight of facilities and maintenance.
• Ensure that facilities and assets are well maintained and any issues promptly dealt with.

Support MRO stakeholders and Communication Focal Point

• Deliver office correspondence to government departments, diplomatic missions and keep an up to date record of correspondence.
• Focal point for countries and diplomatic missions and other SPC stakeholders in Micronesia.
• Liaise with FSM Immigration and Foreign Affairs.
• Liaise with government ministries and departments where needed.
• Ensure MRO intranet site and other communications mechanisms are up to date.
• Coordinate with other departments/ministries to ensure compliance with established policies.

Provide Finance & HR Support for PRO

• Assist the HR team based in Noumea with induction tasks for incoming staff.
• Support HR arranged meetings and other processes.
• Provide ongoing support.
• Liaise with Immigration Department & Foreign Affairs for all SPC expatriates staff work permit & work visa in FSM.
• Provide support to Finance and Administrative team as needed.
• Review and clear MRO commitments to vendors.
• Assist staff with travel reimbursements.

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

Key selection criteria

Qualifications

• A relevant tertiary qualification(s) in administration, office management or business administration or relevant discipline.

Technical expertise

• At least 4 years of experience in any office administration functions.
• Demonstrated organizational skills with ability to prioritise workload and complete work under deadlines.
• Demonstrate ability to work effectively without constant supervision.
• Demonstrated ability to successfully organize and assist with administrative duties.
• Demonstrated knowledge and ability to organize meetings, special events and to manage unexpected developments with understanding, initiative and adaptability.
• Ability to analyze and resolve problems in the daily operations of the office.
• Experience with computer environment used in SPC including Windows and Microsoft Office.
• Driver’s license.

Language skills

• Fluency (both written and spoken) in English is required.

Interpersonal skills and cultural awareness

• Knowledge of Pacific Island countries and territories is an advantage.
• Experience working in multicultural environment.

Salary, terms and conditions

Contract Duration – This position is budgeted for 3 years and is subject to renewal depending on performance and funding.

Remuneration – the Office Administrator is a Band 4 position in SPC’s 2024 salary scale, with a starting taxable salary range of USD 21,164–26,454 per year, 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 – SPC provides medical and life insurance for eligible employees and their eligible dependents. Employees are entitled to 25 days of annual leave. Provident Fund and/or Social Security will be according to FSM’s local legislation.

Languages – SPC’s working languages are English and French.

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 bilinguism, 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 private policy.

Please note that applicants must be FSM Nationals currently residing in the country, or hold the proper work permit for salaried employment there.