Programme Assistant

Country: Fiji Organization: Pacific Community Closing date: 17 Nov 2026 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 **Land Resources Division (LRD)**provides effective expert scientific advice, capacity building and services on conservation, development and utilization of plant genetic resources, forest and landscape management, resilient agricultural systems, diversification of livelihood strategies and access to markets to maintain ecosystem services and improve land productivity and the food, nutrition security and resilience of Pacific communities. LRD has expertise in genetic resource conservation, resilient agriculture, biosecurity, pest and disease management, agricultural extension, plant pathology, entomology and animal health. It collaborates with governments, regional organisations, civil society and other SPC divisions to pinpoint the needs and priorities of Pacific countries and communities and provide technical expertise to address them. This mission is realized through four main thematic work areas, or pillars, and a progressively integrated approach to programming that works towards achieving SPC’s development goals. The role – Programme Assistant will provide administrative, logistical, coordination and records support to the Genetic Resources Programme, including the Centre for Pacific Crops and Trees (CePaCT), to support the effective day-to-day operation of the programme. The key responsibilities of the role include: Administrative Support • Manage the office front desk and support visitors, stakeholders and client enquiries for the GRP. • Facilitate Programme meetings and hosted stakeholder engagements, including staff, partner and visitor meetings, and coordinate meeting-room arrangements and preparation of meeting minutes/records as required. • Maintain Programme stakeholder contact and distribution lists and circulate approved communications on behalf of the Programme Leader. • Monitor key events, staff movements and relevant calendars. Logistical Support • Support Programme procurement requirements by obtaining quotations and collating required administrative documentation, in liaison with relevant LRD Finance/Procurement staff. • Coordinate administrative and logistical arrangements for the distribution of germplasm and/or biological samples, in consultation with the Curator or relevant technical staff and the Documentation & Database Technician as required. • Provide administrative support to Programme procurement processes and standard contract documentation, in liaison with relevant LRD Finance/Procurement staff. • Coordinate logistical arrangements for Programme meetings, workshops and stakeholder events, including venues, accommodation, service providers and participant arrangements, in accordance with relevant SPC procedures. Programme Records and Filing • Maintain Programme administrative records and filing in approved physical and electronic storage systems, including SharePoint and shared network drives, in alignment with LRD and GRP administrative document-management and filing structures. • Digitise and appropriately file programme documents and records, including documents provided by the Programme leader and other Programme staff, in approved electronic storage systems. • Collect, organize and archive supporting documentation for meetings, donor and project files, agreements, reports, consultancies, contracts, staff travel and other Programme activities. Other Duties • Provide administrative support to Programme reporting and verification processes, including collation of relevant supporting information and records. • Assist with administrative aspects of staff onboarding and offboarding. • Provide administrative and logistical support to other relevant LRD teams when required and agreed with the supervisor. For a more detailed account of the key responsibilities, please refer to the online job description. Key selection criteria Qualifications • Tertiary certificate or diploma in office management, administration, secretarial studies, or related discipline from a recognised institution or equivalent body of knowledge and experience. Technical expertise • At least 3 years of relevant experience in a similar role undertaking programme administration, coordination, logistical support and records management, including physical and electronic filing. • Good computer skills, including experience using Microsoft Office/Microsoft 365 and electronic document and filing systems. • Demonstrated experience coordinating medium- to large-scale meetings, workshops or stakeholder events, including participant liaison, travel and logistical arrangements. • Good interpersonal, customer service and communication skills, with the ability to liaise effectively with internal and external stakeholders. • Demonstrated commitment to gender equality and human rights-based approaches. • Ability to work as part of a team and autonomously in a multi-cultural environment. • Excellent public relations and communications skills. 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 – 1 year – subject to renewal depending on funding and performance. Remuneration – The Programme Assistant is a band 6 position in SPC’s 2026 salary scale, with a commencing taxable salary range of FJD 1,987-2,483 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. 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. How to apply Application procedure Closing Date – 17 November 2026 at 11:59pm (Fiji time) Job Reference: JM001011 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): • Please outline your relevant experience providing administrative and coordination support in an office or programme environment, including managing meetings, stakeholder communications and day-to-day administrative activities. • Please describe your experience coordinating logistical arrangements for meetings, workshops, travel or other programme activities, including any experience supporting procurement processes and liaising with service providers. • What experience do you have in maintaining administrative records and managing physical and electronic filing systems? Please indicate the software or document management systems you have used, such as Microsoft 365, SharePoint or shared drives.