Administration Assistant

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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.

This role is responsible to provide support and coordinate day to day activities for Managers and other FPCL staff. This role will report to the respective HOD.

Outcomes

Organisational Stakeholders
1. All administrative functions handled systematically and efficiently:
Assume primary responsibility in the management and operation of budgetary, administrative procedures, coordination and maintenance of department  Assumes operational responsibility for procedures, projects, or activities unique to the business unit Develop and evaluate work standards and statistics related to the department Conduct research, analyses of data and information, reports findings and makes appropriate recommendations for solutions of administrative problems Mails and documents received and distributed as required in a timely manner                  Maintain and update of contact lists Produce and distribute correspondence memos, letters, faxes and forms Assistance provided in the preparation of regularly scheduled reports Develop and maintain a filing system in timely manner Carry out administrative duties such as, filing, typing, copying, binding and scanning. Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors in a timely manner Provide general support to visitors The inward and outward movement of documents managed efficiently                  dispatching of internal correspondences ensured Intact, complete and up-to-date records maintained as required
2. All relevant internal and external communications handled professionally:
Calls screened and carefully transferred  Handle requests for information and data Data entry and accuracy maintained at all times Coordinate and maintain records of staff timesheets. Contribution to team effort by accomplishing related results as needed.
3. Develop and update administrative systems to make more efficient:
Resolve administrative issues Coordinate maintenance of office equipment Operations of office equipment ensured by completing preventive maintenance requirement. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies: placing and expediting orders for supplies; verifying receipt of supplies. Contribute to team effort by accomplishing related results as needed
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 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.
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
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	Certificate in Business and Administration

Work Knowledge and Experience

1. Minimum of 1 years of experience in the similar field
2. Demonstrated knowledge in electronic document management
3. Demonstrated knowledge in Microsoft Office and FPCL online reporting systems
4. Demonstrated competence of handling matters effectively in complex environments

Requirements

Language Proficiency
Good Communication Skills
Good interpersonal skills
Successful completion of Level 2 Speaking and Writing Test
Regulatory Compliance Requirements
OHS
First Aid
Skills Assessment
Coordination and organizational skills
Time Management

Interactions

Interaction	Comments
Internal
All staff
Chief Executive Officer
Executive Management

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.