Job Description

• Attractive local package
• Friendly and supportive team environment
• Join the principal development organisation in the 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 – Administrative Assistant (Records and Archives) will provide records management and archival support.

The key responsibilities of the role include:

Archival management and processing

• Support the Records and Archives Team in building a historical archive of documents and records of SPC.
• Process archival records according to international standards and SPC’s retention policy.
• Create descriptive metadata tags and produce finding aids for archival records.
• Perform tasks such as physical arrangement of archival material, labeling of boxes, sorting, classifying and moving documents.

Digitisation and records preparation  

• Organise electronic data, files and physical records in preparation for digitisation.
• Perform digitisation and verify the quality of files to ensure the accuracy and usability of digitised versions.

Digital records and SharePoint management

• Save and store files in online SharePoint libraries and add metadata for each file as needed.
• Assist SPC teams in setting up their online SharePoint document libraries and implementing mechanisms for description, transfer and disposal of records.

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

Key selection criteria

Qualifications

• Diploma in archival studies, library and information science, business administration or equivalent body of knowledge and experience.

Technical expertise

• At least 3 years of relevant experience in the same field.
• Proficient in the use of Microsoft Word, Excel and SharePoint.
• Strong attention to detail with the ability to plan and organise tasks effectively.
• Demonstrated ability to meet deadlines while maintaining a client-oriented approach.

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 Administrative Assistant is a band 6 position in SPC’s 2025 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 – 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.

Application procedure

Closing Date – 24 August 2025 at 11:59pm (Fiji time)

Job Reference: TT000110

Applicants must apply online at

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. A project has concluded, leaving behind a large number of boxes containing paper documents. What steps would you take to digitize and capture any important records contained within these boxes? How would you ensure the integrity, accessibility, and compliance of the digitized records?
2. Please explain what SharePoint features enable the harmonization of metadata and vocabularies for documents management within an organization. Relate to your own experience using SharePoint.
3. When processing a collection of physical archival materials, how do you determine the appropriate level of description, and what steps do you take to ensure the collection is both well-organized and discoverable to researchers? If possible, please to your own experience processing archival materials.

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