Administration Assistant (Port Security) v (2.00) [Suva]

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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 processing and managing the company ID cards, Port User Licence and the Port Security Administrative matters. This role reports to the Senior Port Facility Security Officer.

Outcomes

Organisational Stakeholders
1. Administrative functions handled systematically and efficiently:
General daily Port Security Administrative duties performed diligently answering phones and emails providing customer service maintaining proper records other office functions as necessary Accurate verification of Port Users application ensured to meet the FPCL requirements Data entries performed in a timely manner for access by Finance in regards to receiving containers All ID cards processed accurately and in a timely manner Follow-ups conducted on ID renewals Port Users' records efficiently maintained and updated Port IDs Port User Licence (PUL) Port IDs retrieved efficiently upon expiry of card duration or access validity conditions Transport allowance requests and allocations verified accurately against scheduled work hours and destination location of applicants maintain a record and forward to HR and Finance for analysis purposes Incidents recorded and reported within 24 hours of them occurring Orders from fishing vessel agents that need to utilize the ISPS compliance zone of the Kings wharf collated and forwarded to PFSO or SPFSO to make arrangements for security on such vessels
2. A record of all relevant documents and correspondence kept systematically and efficiently:
Intact, complete and up-to-date records maintained all the active and expiration dates of the ID cards port access records as per company policy Systematic filing maintained ensuring records are archived as per instructions Effective assistance provided to the PFSO in keeping all of the department's filing systems and records intact
3. 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
4. The organisation'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
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Systems and Procedures	Develop and/or apply procedures to assist the organisation achieve its goals.
Documentation	Communicate using formal business writing.
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
People
Team Orientation	Work in a team towards a common aim.
Professional
Compliance	Comply with relevant laws and the policies and procedures of the organisation.
Technology Application	Apply technology.

Qualifications

Qualification	Discipline	Notes
Preferred
Certificate	Administration	Certificate in Administration or Management

Work Knowledge and Experience

1. Minimum of 2 years of experience in a similar field
2. Proficiency with Microsoft Office and FPCL online reporting systems
3. Usage of electronic database and systematic filing system for record management

Requirements

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

Interactions

Interaction	Comments
Internal
All staff
Supervisors
External
Customers/Clients
Stakeholders

Attributes

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 organised	Controls tasks in a well thought out and critical manner.