EXECUTIVE SUPPORT OFFICER – ASSISTANT MINISTER – Department of Information

DINFO 02/2025 – EXECUTIVE SUPPORT OFFICER – ASSISTANT MINISTER

CORPORATE INFORMATION
Position Level: Band G

Salary Band: Band G

Salary Range: $32,038.10 – $40,429.04

Reports to: Assistant Minister for Information

Liaise with: Internal and External Stakeholders, other agencies in Government, Development Partners, NGOs and Civil Societies

Subordinates: Nil

POSITION PURPOSE 

The position is responsible for providing a wide range of high-level executive support to the Assistant Minister.

KEY RESPONSIBILITIES 

The position will achieve its purpose through the following key responsibilities:

1. Coordinate the meeting schedule for Assistant Minister including the provision of secretariat services.

1. 2. Follow up with different Government agencies on the request by various stakeholders.
2. 3. Prepare, maintain and execute a Follow-Up matrix on all issues that are directed to various departments in the ministry raised by the Assistant Minister.
3. 4. Conduct research, draft and compile data for Assistant Minister during parliamentary debates.
4. 5. Draft and compile speeches, ministerial statements, and media releases for Assistant Minister.
5. 6. Prepare publications for Assistant Minister.
6. 7. Preparing for and accompanying the Assistant Minister to events to take note of issues raised by members of the public, tabulate and present them to the Assistant Minister to support informed decision making and planning.
7. 8. Vet and proof-reading submissions to the Assistant Minister’s Office prior to publishing for public consumption.
8. 9. Manage the flow of information, seek clarification and provide advice and responses, respond to queries and prepare memoranda and necessary logistics support with high level of professionalism.
9. 10. Actively contribute to the Ministry and Corporate requirements including planning, budgeting and human resource activities.
10. 11. Any other duties assigned by the Assistant Minister.

KEY PERFORMANCE INDICATORS 

Performance will be measured through the following indicators:

1. 1. All Assistant Minister’s engagements and programmes are prepared with accuracy in a timely manner in line with decision and approval.
2. 2. Timely provision of quality documents to the Assistant Minister.
3. 3. All reports with appropriate information are submitted within agreed timeframes.

PERSON SPECIFICATION 

In addition to a Degree (or equivalent work experience) in Political Science, International Development, Management, Business Administration or another relevant field, the following knowledge, experience, skills and abilities are required to successfully undertake this role:

Knowledge and Experience 

1. Three (3) years of relevant work experience in a similar role either in a corporate or public environment.
2. Proficient knowledge of Microsoft Office Packages.
3. Sound experience in written communication and complaints management, experience in Negotiation / discussion with senior staff of Government and non-Government agencies.
4. Knowledge of protocol and preparation of high level-official engagements.

Skills and Abilities 

1. 1. Strong communication and interpersonal skills, writing and organisational skills, and self-driven professional with proven leadership abilities.
2. 2. Ability to work efficiently with internal and external stakeholders.
3. 3. Advanced research, conceptual, analytical and time management skills including the ability to manage conflicting deadlines in a fast-paced quickly changing environment.
4. 4. Demonstrated ability to maintain high level of confidentiality and secrecy in a sensitive environment.
5. 5. A pro-active approach to problem solving and sound decision-making skills.
6. 6. Ability to gather data, compile information, analyse and prepare reports.
7. 7. Ability to follow instructions, plan, develop and coordinate multiple tasks/activities.
8. 8. Collaborative, team player with the ability to develop and maintain effective working relationships and open channels of communication.
9. 9. Good judgment, initiative, high sense of responsibility, tact and discretion, with sensitivity to different cultures.
10. 10. Demonstrated ability to develop and apply expertise.
11. 11. Service oriented approach, with a commitment to supporting the operational/corporate environment of the Ministry.

Personal Character and Eligibility 

All applicants for employment in the Department of Information must be of good character, with a background that demonstrates their commitment to the civil service values contained in the Fiji Constitution.  Applicants must also be Fiji Citizens, under age 60, in sound health and with a clear police record. The selected applicant will be required to provide a medical certificate and police clearance prior to taking up the position.

The Department of Information is an Equal Employment Opportunity Employer. Applications are encouraged from all eligible, qualified applicants. Only the specific knowledge, experience, skills and abilities required for the job will be considered in assessing the relative suitability of applicants.
Eligibility Criteria

1. All applicants for employment in the Department of Information must meet the following criteria:

• 2. Must be a Fiji Citizen.
• 3. Must have a clear police record (Employment shall be subject to confirmation of clear police record).
• 4. Be in good health and able to undertake the requirements of the position (Employment shall be subject to a medical clearance).

How to apply and what to submit with your application?

We strongly recommend that you refer to the role description at the end of this Application Package. This document sets out the level of duties, the knowledge, skills and abilities required to perform the job.  Your CV should illustrate your past experience that relates to the position you are applying for.

To ensure that your application is given due consideration, we request that you submit the following to [email protected]

· Your completed application form; (below)

· Your Declaration and Authorisation form; (below)

· A full curriculum vitae, highlighting your experience that is relevant to the role/s you are applying for. Please keep your CV to no more than 3 pages in length.

We do not require written referee reports, or qualifications to be submitted with your application at this stage.  These will be verified as required later in the process.

Alternatively, you can hand deliver your completed application at Ground Floor, New Wing, Government Buildings, Suva.