Data and Records Assistant

JOB DESCRIPTION Job Title: | Data and Records Assistant Division/Programme: | Geoscience, Energy and Maritime (GEM) Division, Disaster and Community Resilience Programme (DCRP) Location: | Suva, Fiji Reporting to: | Knowledge and Capacity Development Officer, Building Safety and Resilience in the Pacific II Number of Direct Reports: | 0 Purpose of Role: | Responsible for ensuring that all project-related databases, records and filing systems are kept up to date Date: | September 2026 Organizational Context and Organization Chart The Pacific Community (SPC)is the principal scientific and technical organisation in the Pacific region, supporting development since 1947. We are an international development organisation owned and governed by our 27 country and territory members. In pursuit of sustainable development to benefit the Pacific people, our organisation works across more than 20 sectors. We are known for our knowledge and innovation in such areas as fisheries science, public health, geoscience, and conservation of plant genetic resources for food and agriculture. The GEM Divisionprovides advice, technical assistance, research and training support to Pacific Island countries and territories (PICTs). There are three (3) areas of scientific programming within this division: 1. 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. 2. Georesources and Energy Programme (GEP)– assists member countries by applying technical knowledge in the areas of geoscience and sustainable energy use. 3. 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. Under the DCRP, the Building Safety and Resilience in the Pacific project Phase II (BSRP II) is seeking the services of a Data and Records Assistant. The BSRP II is funded under 11th European Development Fund (EDF) Intra-African, Caribbean and Pacific (ACP) Disaster Risk Reduction Programme (DRRP). Its overall objective is to reduce the impacts of disasters, including those related to climate change in Pacific Island Countries. It does this through supporting activities designed to strengthen disaster risk governance and multisectoral resilience and capacity for preparedness, response and recovery. This position reports directly to the Knowledge Management and Capacity Development Officer and indirectly to the Project Manager. Key Result Areas (KRAs): KRA#1 (35% weight)- Maintaining projects training database and administration support KRA#2 (35% weight)- Monitoring and filing of project documentation KRA#3 (30% weight)- Maintaining project's on-line filing system and software The performance requirements of the Key Result Areas are broadly described below Jobholder is accountable for | Jobholder is successful when KRA#1 (35% weight) - Maintaining projects training database and administration support- Support 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 received and outstanding. - Basic administrative support with procurements and travel arrangements for sponsored trainees. | - The training database capturing all training information is always kept up to date. - A good rate of completion of training and post-training reports is achieved. - Records of training reports are kept up to date. - Procurements and travel arrangements proceed smoothly and on time. KRA#2 (35% weight) - 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. | - Record of Concept Notes and Activity Reports is kept up to date. - All project supported activities are well documented. - Project activity documentation is easy to locate and accessible to evaluators and auditors. KRA#3 (30% weight) - Maintaining project's on-line filing system and software- With the Project Manager, review the project's SharePoint filing architecture and amend for greater efficiency. | - Project filing structure that is fit-for-purpose and where redundancies are removed - Staff are advised of missing or incomplete documentation storage. - 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'. - The SharePoint filing system stays well-organised allowing for easy retrieval of documents. - Project management software programme contains complete and up-to-date project information. - Project management software programme is actively used as a project management tool. - Project staff, including implementation partners, use 'Click Up' as a primary modality to update, coordinate and share information daily. The above performance requirements are provided as a guide only. The precise performance measures for this job will need further discussion between the jobholder and supervisor as part of the performance development process. **Most Challenging Duties Typically Undertaken (Complexity):** - Keeping track of multiple activities across 15 countries - Sourcing completion reports from grant beneficiaries - Sourcing post-training reports - Management of filing architecture across multiple users to avoid multiple copies of documents **Functional Relationships & Relationship Skills:** Key internal and/or external contacts | Nature of the contact most typical InternalKey internal contacts are: - BSRP II Project Manager - Knowledge and Capacity Development Officer - BSRP II project staff – Technical | - Supporting and working together to address filing irregularities and/or absence of project documentation ExternalKey external contacts are: - In-country Coordinators - Implementing Agencies | - Sharing information clearly and effectively - Responding to enquiries and providing support **Level of Delegation:** Routine Expenditure Budget: EUR 0 Budget Sign off Authority without requiring approval from direct supervisor: EUR 0 **Personal Specification:** This section is designed to capture the expertise required for the role at the 100% fully effective level. (This does not necessarily reflect what the current position holder has.) This may be a combination of knowledge / experience, qualifications or equivalent level of learning through experience or key skills, attributes or job specific competencies. ## Qualifications Essential: | Desirable: - A diploma qualification in a relevant field such as Information Systems, Information Management, Monitoring and Evaluation or equivalent body of knowledge and experience. | - A degree qualification in a relevant field such as Information Systems, Information Management, Monitoring and Evaluation or equivalent body of knowledge and experience. ## Knowledge/Experience Essential: | Desirable: - 3 - 5 years of experience in data collection, data/information management, and/or project monitoring and evaluation. - Skilled database and information systems user. - Demonstrated experience in comprehensively organizing diverse records for ease of access and retrieval by internal and e