The Geoscience Energy and Maritime (GEM) Division provides advice, technical assistance, research and training support to Pacific Island countries and territories (PICTs). There are four (4) areas of scientific programming within this division:
– Oceans and Maritime Programme (OMP) – assists member countries with services that provide applied ocean science and knowledge for evidence-based policy-making and technical solutions for improved ocean and maritime governance, management and capacity development.
– Georesources and Energy Programme (GEP) – assists member countries by applying technical knowledge in the areas of geoscience and sustainable energy use.
– Disaster and Community Resilience Programme (DCRP) – assists member countries to demonstrate strengthened resilience through integrated action on disaster risk management, climate change adaptation, natural resource management and increased access to water and sanitation.
– Earth and Ocean Observation Services – Promoting spatial data and systems analysis and capacity to improve decision-making to improve resilience and sustainable resource management.
The role – Data and Records Assistant will be responsible for ensuring that all project-related databases, records and filing systems are kept up to date.
Job Summary
- Employer: Pacific Community (SPC)
- Job Type: Full-time
- Location: Suva, Fiji
- Category: Data Management
- Salary: FJD 1,987-2,483 per month plus local staff benefits
- Closing Date: 2026-10-04
Key Responsibilities
- Maintaining projects training database and administration support
- Support the Knowledge and Capacity Development Officer in maintaining excel database of all trainees supported by the project.
- Follow-up and secure training and post-training reports from supported trainees.
- Maintain a record of reports that are received and the ones that are outstanding.
- Basic administrative support with procurements and travel arrangements for sponsored trainees.
- Monitoring and filing of project documentation
- Keep a record of concept notes and activity reports received and outstanding for all countries.
- Support Implementation Officers in obtaining concept notes and activity reports from implementing agencies.
- Ensure concept notes and activity reports are filed correctly.
- Maintaining project’s on-line filing system and software
- Review the project’s SharePoint filing architecture and amend for greater efficiency with the Project Manager.
- Regularly monitor SharePoint folders for completeness and accuracy of document saving by project staff.
- Conduct ‘housekeeping’ on SharePoint folders and files to keep the filing system neat, tidy and well-organised.
- Complete population of project architecture on project management software ‘Click Up’.
- Work with Project Manager to keep ‘Click Up’ up to date.
- Provide support to project staff and implement partners in using ‘Click Up’.
Requirements
- A diploma qualification in a relevant field such as Information Systems, Information Management, Monitoring and Evaluation or equivalent body of knowledge and experience.
- 3 – 5 years of experience in data collection, data/information management, and/or project monitoring and evaluation.
- Skilled in database and information systems user.
- Demonstrated experience in comprehensively organizing diverse records for ease of access and retrieval by internal and external stakeholders.
- Must have knowledge in computer literacy, including the ability to use MS Excel and SharePoint.
- An understanding of the best international practices in development effectiveness.
- Excellent English communication skills (oral and written).
- Ability to work in a multicultural, inclusive and equitable environment.
Salary
FJD 1,987-2,483 per month plus local staff benefits
How to Apply
REF Code: JM000994
About the Company
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Join NowThe Pacific Community (SPC) is an international organisation headquartered in Noumea, New Caledonia, with significant operations in Fiji including its Regional Office for the Pacific based in Suva. Established in 1947, SPC works across 22 Pacific Island countries and territories, delivering technical assistance in areas such as public health, agriculture, fisheries, education, statistics, and climate resilience. In Fiji, SPC employs local staff and implements programmes supporting sustainable development, food security, and disaster preparedness, working closely with the Fijian government and communities. The organisation is owned and governed by its 26 member countries and territories, including Fiji, which contributes to and benefits from its regional initiatives.
The Pacific's principal scientific and technical organisation
Frequently Asked Questions
What qualifications or education do I need to become a Data and Records Assistant at an organization like SPC in Fiji?
Most employers require a diploma or degree in information management, library science, computer studies, or a related field. Certifications in records management or database software are highly valued. Previous experience with digital filing systems or government record-keeping standards gives candidates a strong advantage.
What are the typical day-to-day responsibilities of a Data and Records Assistant?
Daily tasks include organizing physical and electronic records, updating databases, responding to information requests, and ensuring compliance with data protection policies. You will also classify documents, maintain audit trails, and support staff with record retrieval. Accuracy and attention to detail are essential in every task.
How does local work culture in Fiji affect expectations for this role?
Fijian workplaces emphasize respect for hierarchy, teamwork, and clear communication with supervisors. Punctuality and reliability are important, though flexibility with community obligations is often understood. Building positive relationships with colleagues across departments is expected and valued.
What career progression opportunities exist for Data and Records Assistants in Fiji?
With experience, you can advance to Records Officer, Data Manager, or Information Systems Coordinator roles. Further study in data analytics or information governance opens doors to senior positions. Regional organizations like SPC also offer mobility across Pacific countries for qualified staff.
What benefits are typically offered for this type of position in Fiji?
Benefits vary by employer but commonly include annual leave, sick leave, and some form of medical coverage or insurance. Many organizations provide pension or superannuation contributions. International or regional employers may offer additional allowances for housing, relocation, or education.
How should I apply for a Data and Records Assistant role, and what do Fiji employers look for?
Submit a tailored CV highlighting relevant software skills and any experience with records management systems. Include a cover letter demonstrating your understanding of data confidentiality and Pacific context. Employers prioritize candidates who show reliability, cultural awareness, and proven attention to detail in previous roles.