ADMINISTRATIVE ASSISTANT – Fiji Ships & Heavy Industries Limited

VACANCY 

Administrative Assistant  Job Description

Fiji Ships & Heavy Industries Limited(FSHIL), a business subsidiary of Fiji Ports Corporation Limited is committed to achieving excellence in providing ship repair services, slipway facilities and heavy industry work in accordance to customer requirements and applicable statutory and regulatory requirements.

The Administrative Assistant is responsible for providing comprehensive and efficient human capital services and administrative support to the Human Capital Services (HCS) and Administration team on a daily basis. This role is integral to ensuring the smooth operation of HR functions and administrative processes, contributing directly to the organization’s operational effectiveness and the well-being of its staff. This role will report to the Human Resources Coordinator.

Outcomes

Organisational Stakeholders

1. Human Resources Process Management

Responsible for ensuring that all human resources processes are completed in a timely and efficient manner.
Providing dedicated assistance to the Human Capital Services team by supporting the accurate processing of weekly and fortnightly payroll.
Tasked with updating the weekly staff rosters and ensuring that all personal folders for staff are meticulously maintained, updated, and electronically uploaded to the PayGlobal (PG) system.

2. Documentation and Record Keeping

Maintain all departmental documentation to the highest standard by systematically filing hard copies and maintaining organised electronic copies.
Responsible for scanning physical files and uploading them onto the company intranet to ensure data backup and facilitate ease of access for authorised personnel.
Provide secretarial support by sending meeting invites to all attendees, taking detailed meeting minutes, maintaining accurate records of discussions and action items, and distributing these minutes to relevant departments.
Responsible for regularly updating and maintaining FSHIL’s official Organization Structure chart.

3. Administrative and Operational Support

Provide extensive administrative assistance to the HCS team, which includes supporting the compilation and distribution of staff contracts.
Aid the training section by helping to set up training rooms and preparing necessary materials.
Provide support for the Performance Management System (PMS) and any special projects undertaken by the HCS Department.
Play a key role in coordinating FSHIL and HCS social activities and will be responsible for preparing refreshments for meetings and special occasions.
Assist in arranging essential services such as pest control and hygiene services.

4. Training Function Support

Provide direct support to the Training Assistant by helping to develop and prepare training materials.
Assist in the development of training policies and procedures to enhance the organisation’s learning framework.
Aid in maintaining all FSHIL training records and documentation, ensuring proper filing and that all records are accurately updated on the PayGlobal (PG) system.
Assisting in the organisation and conduction of training sessions for all stakeholders.

5. Communication and Reporting

Answer all incoming calls in a professional and courteous manner, directing them to the appropriate person or department.
Prepare and submit required reports to the Senior Human Capital Services Officer and the HCS team in a timely manner, as and when requested.
Provide relief coverage for the reception area as needed.

6. Data Analysis and Planning Support

Assist the HCS team in providing required analysis by conducting overtime (OT) analysis on a monthly basis in collaboration with the Human Resources Assistant.
Help summarize the workforce plan and strategy exercise, tracking and reporting on its progress.

7. Departmental Efficiency and Compliance

Ensure that all departmental objectives are addressed and completed efficiently by attending to customer queries effectively and appropriately.
Accurately monitor and log any complaints received.
Ensure that all required regulations are complied with at all times, and you will advise colleagues on compliance matters as necessary.
Managing the department’s Intranet page effectively to ensure information is current and accessible.

8. Contribution to Organizational Success

Proactively contribute to the organisation’s success by consistently meeting all deadlines and service level agreements.
Perform any other work-related task assigned by Management that is within your capacity and will consistently demonstrate strong teamwork.
Contribute to the organization’s efficiency and improved productivity by actively participating in cost reduction initiatives and process or systems improvement initiatives.
Contribute towards the organization’s profits within the scope of your role, and you will employ modern technology and innovative methods to achieve the best possible results.

9. Upholding Organizational Image and Values

Demonstrate and uphold the organisation’s image and value standards at all times.
Maintain strict confidentiality of all communications and sensitive information.
A professional, amiable, and constructive relationship must be maintained with all organisational stakeholders, including employees, management, and external partners.