Executive Office Manager - Suva

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, geoscience, and conservation of plant genetic resources for food and agriculture.

Formation / Diplômes

The Executive is made up of the Office of the DG based in Noumea and the Offices of the two DDGs. The DDG Science and Capability based in Suva has oversight of the eight technical divisions (Climate Change and Sustainability – CCS, Education Quality and Assessment – EQAP, Fisheries, Aquaculture and Marine Ecosystems – FAME, Geoscience, Energy and Maritime – GEM, Human Rights and Social Development – HRSD, Land Resources Division – LRD, Public Health Division – PHD, and Statistics for Development – SDD), SPC’s Flagships (Climate Change, Digital, Food Systems, Gender, and Oceans) and Suva-based operations. The DDG, Operation and Integration has oversight of the Operations and Management Directorate (finance, human resources, IT, publications, property & facilities management, translation and interpretation, legal services, travel, library and administration) and for all regional offices based outside of the Noumea headquarters and the Suva campus. The role – Executive Office Manager – Suva will have a key role in the Deputy Director-General’s Office. The role will coordinate and is responsible for the overall management of the Executive Deputy Director-General Office in Suva. The Executive Office Manager Suva is expected to manage the daily activities of the office and liaise with all internal and external clients, ensuring a professional level of service and support to the Deputy Director-General and other members of the Executive when in Suva. The role will work under direct supervision of the Deputy Director-General and in close collaboration with the Suva-based senior leadership team for Divisions, Projects and Programme Support. The key responsibilities of the role include: Executive Office Administration and Executive Support Manage the daily operations of the Suva Executive Office and acting as the focal point for information concerning Executive Office activities. Provide administrative and secretarial support to the Deputy Director-General and other members of the Executive Office, screening and redirecting inquiries where appropriate. Draft routine correspondence, which may include undertaking desk or file research as required.

Maintain a calendar of appointments, meetings, travel missions and other events for members of the Executive Office, and implementing all associated organisational arrangements, including the provision of briefs. Arrange programme of visits for consultants and high-level dignitaries when requested. Correspondence, Information and Records Management Monitor incoming requests to the Executive Office and ensuring a trackable system of necessary responses. This should be as automated and streamlined as possible to allow performance measurement of response times. Manage all official correspondence to SPC member countries and territories, including circulars, recruitment notices and meeting announcements. Control correspondence and office records using computerised, modern office systems. Examine and recording incoming papers and correspondence and determining required action, including proper handling of the confidential correspondence and information that regularly pass through the office. Ensure smooth communication flow to and from the Executive Office with internal and external clients, with a particular focus on the link between Suva hub and Noumea headquarters plus the Pohnpei, Port Vila and Nukuʻalofa Regional offices. Governance, Meetings and Stakeholder Coordination Coordinate secretariat and logistics for committee meetings and workshops led by the DDG. Coordinate the flow of meeting documents with Publications, Translation and Printery and finalising documents for dissemination to member countries within appointed timeframe. Prepare letters of invite to member countries, CROP and development partners. Follow-up on all of the above in liaison with official

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