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 – ICT Programme Assistant will facilitate procurement, administration, financial and vendor management support to the ICT section in order to ensure the effective and efficient delivery of services.

The key responsibilities of the role include:

General administration support services

• Organise/coordinate logistics for bulk purchasing of ICT equipment from overseas preferred suppliers.
• Request quotations for IT related purchases and ensure they are received in a timely manner.
• Track the delivery of stationery and stock for facilities requirements and acknowledge receipt.
• Maintain and strengthen electronic filing system for ICT and ensure that all documents are available for audit purposes when required.

Procurement, finance and asset management

• Lead research on ICT hardware and software asset offerings and present options and quotes based on cost and/or best fit.
• Provide best practice procurement advice and support for ICT assets.
• Ensure reconciliation and clearance of committed PO’s and unused POs are deleted.
• Manage costing and reconciliation of ICT assets and liaise with Finance department on FCR and non-FCR assets.

Vendor management

• Maintain open communication with ICT suppliers and ensure competitive price list of items are provided.
• Coordinate and maintain timely processing of vendor invoices and effectively communicate status with vendors.
• Track delivery routes, patterns and timeline of ICT vendors and arrange logistics with clearing agents for orders.
• Assist the ICT Service Manager in reviewing and updating supplier contracts in line with SPC procurement policies.

ICT staff travel support

• Organise flight bookings with SPC preferred service providers for ICT staff, ensuring cost effectiveness.
• Raise purchase orders for airfare tickets for ICT staff and ensure payments.
• Calculate per diems for ICT travelling staff with reference to SPC per diem rates and confirmed itineraries.
• Make hotel and other transport arrangements through approved processes.

Service desk support

• Provide level 1 support for helpdesk issues as directed by ICT technicians.
• Provide advice and support on service desk requests for procurement, financial and administrative information.
• Assist with hardware and software requests and maintain records on ICT asset management on SharePoint site.
• Coordinate and manage warranty applications for ICT equipment through ServiceNow.

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

Key selection criteria

Qualifications

• Tertiary diploma in a relevant field such as office management, business administration, information technology or equivalent body of knowledge and experience.

Technical expertise

• At least 2-3 years of experience in an ICT/ administrative/financial support role particularly in an ICT Service Desk environment.
• Excellent MS Office 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 – Until 31 December 2025 – subject to renewal depending on funding and performance.

Remuneration – The ICT Programme Assistant is a band 6 position in SPC’s 2025 salary scale, with a commencing taxable salary range of FJD 1,892-2,365 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 – 2 March 2025 at 11:59pm (Fiji time)

Job Reference: JM000846

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 describe your experience in with financial systems such as Navision and your experience in managing budgets and tracking spending.
2. Please describe how you have used Help Desk Systems (for example Service Now) to support your work as an ICT Programme Assistant or related role.
3. Please describe your experience with ICT suppliers in general and your experience in doing technical evaluations of quotes received based on procurement rules in your workplace.