Facilities Administration Assistant

• Attractive local package
• Friendly and supportive team environment
• Join the principal development organization in the Pacific 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 Operations and Management Directorate (OMD) provides corporate services to all SPC Divisions and Programmes. It consists of three key departments: Finance, Human Resources and Information Services. OMD is focused on improving the effectiveness of systems, policies and management to provide high-quality customer-oriented services.

The role – Facilities Administration Assistant will be responsible for providing finance, procurement, insurance, asset management, administration and event support for the Facilities Team.

The key responsibilities of the role include:

Support the Facilities Team administration tasks

• Provide logistical support for trainings/workshops in terms of travel and accommodation logistics for all participants.
• Purchase and maintain office equipment and supplies for the Facilities Team and stock management to ensure timely replenishment.
• Coordinate databases for all leases, rental agreements, utility connections and deposits, inventory of FF&E provided, inspection forms and renewal of office rental, lease and rates.
• Participate in the development of bid analyses until the finalization of company contracts.

Provide financial and procurement services support to the Facilities Team

• Procurement
  • Coordinate procurement (RFQ/FRP/contract management etc.) and fixed asset management in line with SPC policies and procedures.
  • Prepare POs based on various categories and limits; process all invoices for prompt payment.
• Reconciliation and Posting Verification
  • Reconciliation of supplier accounts.
  • Verification of all payments before payments are made.
• Auditing
  • Assist in facilitating project audits in line with necessary requirements.
  • Follow up with acquittals from programme staff or donor agencies/partners.
• File Management
  • Ensure all documents are filed properly in the shared drive.
  • Ensure all electronic copies of POs and payment vouchers are kept in the shared drive folder.

Manage the Facilities Helpdesk and provide operational support to the Facilities Team

• Manage the Facilities Helpdesk (Suva) portal and organize requests.
• Provide logistical support for the Maintenance Team including travel arrangements, input purchase orders in Navision for ticketing and where required make accommodation reservations for official travel and inform staff accordingly.
• Organize procurement of quotations for the Facilities team and provision of payments.
• Organize equipment and supplies for the Facilities team.

Support organizing insurance and asset management

• Assist in the processing of insurance claims and new policy covers.
• Assist with asset management activities related to acquisition, recording, relocation, reporting and disposal of assets.
• Maintain the SPC Fiji based facilities assets inventory.

Manage events for official functions and meetings

• Manage and co-ordinate all Facilities function/event requests.
• Co-ordinate logistics for personal staff requests.
• Organize Facilities staff overtime and security services (when required) is approved beforehand.

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

Key selection criteria

Qualifications

• Diploma in business studies in any of the related fields such as administration, finance, procurement, facilities and or equivalent years of experience.

Technical expertise

• A minimum of 7 years of relevant professional experience in the field of administration specifically in Facilities areas and/or Procurement, Insurance related activities).
• Relevant knowledge and/or experience in Procurement & Supply processes with emphasis on SPC policies and processes.
• Experience of working within an international or CROP organization.
• Have a wide range of Facilities related contacts in Fiji.
• Proficient in the use of Navision.
• Have excellent organizing, communication, and interpersonal skills; and the ability to maintain effective working relationships with people from different cultural backgrounds.
• Ability to work as a team member in a collaborative work environment.
• Ability to work under pressure in a demanding work environment effectively without constant supervision.
• Demonstrated ability to successfully organize and assist with official functions and meetings.       

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 – 30 April 2027 – subject to renewal depending on funding and performance.

Remuneration – The Facilities Administration Assistant is a band 7 position in SPC’s 2024 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.

Application procedure

Closing Date – 4 February 2024 at 11:59pm (Fiji time)

Job Reference: JM000555

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. Please provide examples of financial and procurement services support you have provided to a Facilities Team operation. Highlight challenges you faced and what you did to overcome these challenges.
2. What do you consider are the main keys to successful management/coordination of Facilities Helpdesk requests when providing operational support to the Facilities Team?
3. Please provide examples of Facilities related online systems you have managed, to support activities undertaken across multiple locations.