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Fiji Ports Fiji Ports

Administration Assistant [Project] v (2.00) [Suva]

Job Description

The Fiji Ports Corporation PTE Limited (FPCL) is a major player in the maritime transporting industries and the operator of commercial port facilities in Fiji.

Responsible for providing administrative and research support to the office personnel at the Projects Unit. The incumbent will work closely with the Projects Officer by handling clerical duties, coordinating calendars, organizing meetings, reconciling minor accounts for projects, and assisting with research. This role reports to the Manager Project and Assets.


Organisational Stakeholders
1. All administrative functions handled systematically and efficiently:
  • Mails and documents received and distributed as required in a timely manner
  • Organization of the Meeting Room ensured successfully as per requirements of the meeting
    • Effective assistance provided in the preparation of the Correspondences / Board Papers
  • The inward and outward movement of documents managed efficiently
    • Records of the movement of the documents maintained
    • Dispatching of internal correspondences ensured
    • Intact, complete and up-to-date records maintained as required
  • Meetings scheduled professionally and in a timely manner
    • Meeting notes are taken as required
  • Accurate and timely records keeping maintained
    • Web uploads
    • Documents management
    • Filings
    • Intranet
  • Systematic filing and storage of confidential projects and documents developed and maintained efficiently
  • Document management catalog and index developed and implemented
  • All documents properly backed up electronically for use
  • Office supplies managed and maintained in a cost-effective manner
2. Effective assistance provided with reconciliation of accounts, presentations and reporting
  • Reconciliation of accounts for payments, purchase and project work ensured efficiently as directed by the Supervisor
    • Maintain a database
    • Prepare and maintain excel spreadsheets as and when required
    • Submit updates required
  • Effective assistance provided with preparation of presentations, workshops and awareness program
  • Effective assistance provided with research and report writing
    • Assist with correspondence and research work as and when required by the Project Officer
    • Assist with formatting and submission of reports
3. All relevant internal and external communications handled professionally:
  • Calls screened and attended to as required
    • Takes messages
  • Visitors or staff screened and attended to
4. Contributions made to the organisation's success proactively:
  • Deadlines and service level agreements met at all times
  • Any other work-related task assigned by the Management that is within the capacity of the position holder is performed; teamwork is demonstrated
  • Contributions made towards the organization's efficiency and improved productivity within -
    • Cost reduction initiatives
    • Process / systems improvement initiatives
  • Contributions made towards the organization's profits in line with the scope of the work 
  • Modern technology and innovative methods used to achieve results
5. The organization's image and value standards demonstrated and upheld at all times:
  • Confidentiality of all communications upheld at all times
  • A professional and amiable relationship maintained with all stakeholders.

Responsibilities - Critical Competencies

Competence Description
Business Performance Manage the performance of the organisation.
Risk Management Analyse and manage risk.
Planning Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Resource Management Deliver results through the efficient and effective allocation and use of supplies , equipment and people.
Systems and Procedures Develop and/or apply procedures to assist the organisation achieve its goals.
Information Analysis Make informed decisions by collecting and interpreting data and information
Documentation Communicate using formal business writing.
Communication Exchange information through verbal communication
Customer Commitment Demonstrate a commitment to customer service - both internal and external customers.
Quality Focus Deliver quality.
Organisational Values Display the organisation's image and value standards.
Team Orientation Work in a team towards a common aim.
Problem Solving Develop practical solutions to a situation.
Innovation Use original and creative thinking to make improvements and/or develop and initiate new approaches.
Self-Management Manage your priorities and objectives efficiently and effectively
Compliance Comply with relevant laws and the policies and procedures of the organisation.
Research Apply formal research methodologies.
Technology Application Apply technology.


Qualification Discipline Notes
Diploma Business and Management Diploma in Business / Management or related fields
Diploma Project Management

Work Knowledge and Experience

  1. Minimum of 1-2 years of experience in a similar field
  2. Demonstrated knowledge in electronic document management
  3. Demonstrated knowledge in MS Power BI and MS Project
  4. Demonstrated knowledge in Microsoft Office and FPCL online reporting systems
  5. Demonstrated competence of handling matters effectively in complex environments


Language Proficiency
Good interpersonal/communication skills
Successful completion of Level 2 Speaking and Writing Test
Regulatory Compliance Requirements
First Aid Certificate
Skills Assessment
Good time management skills
Effective coordination and organizational skills
Excellent customer service skills


Interaction Comments
All staff
Business clients


Attribute Definition
Behavioural Styles
Accountable Assumes full responsibility for own actions and identifies with the success or failure of own part of the overall work/goal.
Integrity Adherence to moral and ethical principles; soundness of moral character; honesty.
Reliable Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Interpersonal Styles
Objective Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Self Sufficient and Assured Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities
Team Oriented Enjoys being with others as part of a group or team.
Thinking Styles
Conscientious Demonstrates a sense of right and wrong and a personal obligation to do the right thing.
Initiative Takes action and makes decisions without the help or advice of other people.
Well Organized Controls tasks in a well thought out and critical manner

Suva, Fiji


20 Sep 2023

Date Posted

1 month ago

Closing Date