Executive Office Manager - Suva

SPC - Pacific Community

Suva

International

band 9 level

Speaks English, French

Application deadline: September 20, 2026 (5 days)

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Summary by Impactpool

The Executive Office Manager - Suva plays a crucial role in the Deputy Director-General's Office at the Pacific Community (SPC). This position is responsible for managing the daily operations of the Executive Office, providing administrative support, and ensuring effective communication with internal and external clients. The role involves coordinating meetings, managing correspondence, and overseeing financial and travel arrangements. The ideal candidate will have extensive experience in executive office management and possess strong organizational and interpersonal skills.

Candidate Requirements:

Degree in business administration or relevant field
At least 10 years of relevant experience
Minimum 5 years managing an executive office
Ability to prioritize competing demands
Advanced proficiency in Microsoft 365 and digital tools
Excellent English communication skills
Working knowledge of French is an advantage
Ability to work in a multicultural environment

JOB DESCRIPTION

Job Title:	Executive Office Manager - Suva
Division:	Executive Office, DDG S&C
Location:	Suva, Fiji
Reporting to:	Deputy Director-General Science and Capability
Number of Direct Reports:	0
Purpose of Role:	The Executive Office Manager is a key role in the Deputy Director-General's Office. The role coordinates and is responsible for the overall management of the Executive Deputy Director-General Office in Suva. The Executive Office Manager Suva is expected to manage the daily activities of the office and liaise with all internal and external clients, ensuring a professional level of service and support to the Deputy Director-General and other members of the Executive when in Suva. The role will work under direct supervision of the Deputy Director-General and in close collaboration with the Suva-based senior leadership team for Divisions, Projects and Programme Support.
Date:	July 2026

Organisation Context

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 Pacific people, our organisation works across more than 25 sectors. We are known for our knowledge and innovation in such areas as fisheries science, public health surveillance, geoscience, and conservation of plant genetic resources for food and agriculture.

The Executive is made up of the Office of the DG based in Noumea and the Offices of the two DDGs. The DDG Science and Capability based in Suva has oversight of the eight technical divisions (Climate Change and Sustainability – CCS, Education Quality and Assessment – EQAP, Fisheries, Aquaculture and Marine Ecosystems – FAME, Geoscience, Energy and Maritime – GEM, Human Rights and Social Development – HRSD, Land Resources Division – LRD, Public Health Division – PHD, and Statistics for Development – SDD), SPC’s Flagships (Climate Change, Digital, Food Systems, Gender, and Oceans) and Suva-based operations.

The DDG Science and Capability also serves as chair on numerous organisational level executive committees (e.g. in 2026 – Building committee, RV Pasifika committee) for which this position will oversee secretariat functions.

As SPC’s largest single country operational footprint, an extensive amount of confidential correspondence and information passes through the Suva office via the position of Executive Office Manager Suva. The position is called upon to interact with a wide variety of high-profile people including:

representatives of governments and administrations and members of the governing body of SPC;
heads and representatives of other regional and international organisations;
heads of SPC’s divisions, programmes and sections; and
any staff member who wishes to discuss any matter or issue with the Deputy Director-General.

Key Result Areas:

Executive Office Administration and Executive Support (40%)
Correspondence, Information and Records Management (20%)
Governance, Meetings and Stakeholder Coordination (30%)
Financial, Travel and Operational Support (10%)

The requirements in the above Key Result Areas are broadly identified below.

Jobholder is accountable for	Jobholder is successful when
KRA 1: Executive Office Administration and Executive Support (40%) - Managing the daily operations of the Suva Executive Office and acting as the focal point for information concerning Executive Office activities. - Providing administrative and secretarial support to the Deputy Director-General and other members of the Executive Office, screening and redirecting inquiries where appropriate. - Drafting routine correspondence, which may include undertaking desk or file research as required. - Maintaining a calendar of appointments, meetings, travel missions and other events for members of the Executive Office, and	- Executive Office operations are managed efficiently and professionally. - The DDG, DG and Executive Office members receive proactive, timely and high-quality administrative support. - Meetings, travel missions, events and official visits are effectively coordinated and delivered. - Priorities, deadlines and commitments are managed effectively.

Jobholder is accountable for

Jobholder is successful when

KRA 1: Executive Office Administration and Executive Support (40%) - Managing the daily operations of the Suva Executive Office and acting as the focal point for information concerning Executive Office activities. - Providing administrative and secretarial support to the Deputy Director-General and other members of the Executive Office, screening and redirecting inquiries where appropriate. - Drafting routine correspondence, which may include undertaking desk or file research as required. - Maintaining a calendar of appointments, meetings, travel missions and other events for members of the Executive Office, and

- Executive Office operations are managed efficiently and professionally. - The DDG, DG and Executive Office members receive proactive, timely and high-quality administrative support. - Meetings, travel missions, events and official visits are effectively coordinated and delivered. - Priorities, deadlines and commitments are managed effectively.

implementing all associated organisational arrangements, including the provision of briefs. - Administrative and secretarial support to DG when based out of the Suva office. - Arrange meetings within member countries when DDG visits and liaise with official contacts on DDG’s programme when in country. - Arrange programme of visits for consultants and high-level dignitaries when requested.
KRA 2: Correspondence, Information and Records Management (20%) - Monitoring incoming requests to the Executive Office and ensuring a trackable system of necessary responses. This should be as automated and streamlined as possible to allow performance measurement of response times. - Managing all official correspondence to SPC member countries and territories, including circulars, recruitment notices and meeting announcements. - Controlling correspondence and office records using computerised, modern office systems. - Examining and recording incoming papers and correspondence and determining required action, including proper handling of the confidential correspondence and information that regularly pass through the office. - Ensuring smooth communication flow to and from the Executive Office with internal and external clients, with a particular focus on the link between Suva hub and Noumea headquarters plus the Pohnpei, Port Vila and Nuku’alofa Regional offices.	- Correspondence, records and confidential information are managed accurately, securely and within agreed timeframes. - Response tracking systems provide visibility of requests and support timely action. - Communication between the Executive Office, SPC offices and external stakeholders is effective and efficient. - Official correspondence is prepared and distributed to a high standard.
KRA 3: Governance, Meetings and Stakeholder Coordination (30%) - Coordinating secretariat and logistics for committee meetings and workshops led by the DDG. - Coordinating the flow of meeting documents with Publications, Translation and Printery and finalising documents for dissemination to member countries within appointed timeframe. - Preparation of letters of invite to member countries, CROP and development partners. - Follow-up on all of the above in liaison with official contacts in member countries. - Assisting country participants in responding to their needs when attending above meetings. - Manage official functions during CRGA and Conference meetings in collaboration with the Events and Protocol Lead.	- Committee meetings, workshops, conferences and official functions are well planned and delivered effectively. - Meeting documentation, invitations and supporting materials are prepared and disseminated within agreed timeframes. - Member countries, partners and participants receive responsive and professional support. - Governance and executive committee processes operate efficiently and effectively.

implementing all associated organisational arrangements, including the provision of briefs. - Administrative and secretarial support to DG when based out of the Suva office. - Arrange meetings within member countries when DDG visits and liaise with official contacts on DDG’s programme when in country. - Arrange programme of visits for consultants and high-level dignitaries when requested.

KRA 2: Correspondence, Information and Records Management (20%) - Monitoring incoming requests to the Executive Office and ensuring a trackable system of necessary responses. This should be as automated and streamlined as possible to allow performance measurement of response times. - Managing all official correspondence to SPC member countries and territories, including circulars, recruitment notices and meeting announcements. - Controlling correspondence and office records using computerised, modern office systems. - Examining and recording incoming papers and correspondence and determining required action, including proper handling of the confidential correspondence and information that regularly pass through the office. - Ensuring smooth communication flow to and from the Executive Office with internal and external clients, with a particular focus on the link between Suva hub and Noumea headquarters plus the Pohnpei, Port Vila and Nuku’alofa Regional offices.

- Correspondence, records and confidential information are managed accurately, securely and within agreed timeframes. - Response tracking systems provide visibility of requests and support timely action. - Communication between the Executive Office, SPC offices and external stakeholders is effective and efficient. - Official correspondence is prepared and distributed to a high standard.

KRA 3: Governance, Meetings and Stakeholder Coordination (30%) - Coordinating secretariat and logistics for committee meetings and workshops led by the DDG. - Coordinating the flow of meeting documents with Publications, Translation and Printery and finalising documents for dissemination to member countries within appointed timeframe. - Preparation of letters of invite to member countries, CROP and development partners. - Follow-up on all of the above in liaison with official contacts in member countries. - Assisting country participants in responding to their needs when attending above meetings. - Manage official functions during CRGA and Conference meetings in collaboration with the Events and Protocol Lead.

- Committee meetings, workshops, conferences and official functions are well planned and delivered effectively. - Meeting documentation, invitations and supporting materials are prepared and disseminated within agreed timeframes. - Member countries, partners and participants receive responsive and professional support. - Governance and executive committee processes operate efficiently and effectively.

- Organisational level executive committee meetings are efficient and effective through better planning and management.
KRA 4: Financial, Travel and Operational Support (10%) - Monitoring the Executive Office Suva budget. - Processing purchase orders (PO's), supporting documents and account codes for validity, accuracy and completeness and preparing timely and accurate purchase orders and ensuring commitment lists remain accurate for Suva Executive Office. - Arrange and manage the DDG's travel, through liaison with travel providers, visa processing, protocol arrangements and facilitate travel reporting and acquittal as needed. - Managing administrative functions relating to meetings. - Working closely with SPC's Travel team on all requests. - Organise events for the Executive Office Suva as needed e.g. meetings, retreats, functions. - Perform other duties as required by DDG and members of the Executive Office.	- Executive Office budget information is accurately monitored and reported. - PO's processed, supporting documents provided correctly against budget codes including an oversight and management of commitments as needed. - Additional assignments and emerging priorities are completed effectively and in a timely manner. - Travel arrangements are clearly communicated, fully in place, and compliant with SPC policies, enabling the DDG to travel with confidence and clarity. - Operational support contributes to the overall effectiveness of the Executive Office.

- Organisational level executive committee meetings are efficient and effective through better planning and management.

KRA 4: Financial, Travel and Operational Support (10%) - Monitoring the Executive Office Suva budget. - Processing purchase orders (PO's), supporting documents and account codes for validity, accuracy and completeness and preparing timely and accurate purchase orders and ensuring commitment lists remain accurate for Suva Executive Office. - Arrange and manage the DDG's travel, through liaison with travel providers, visa processing, protocol arrangements and facilitate travel reporting and acquittal as needed. - Managing administrative functions relating to meetings. - Working closely with SPC's Travel team on all requests. - Organise events for the Executive Office Suva as needed e.g. meetings, retreats, functions. - Perform other duties as required by DDG and members of the Executive Office.

- Executive Office budget information is accurately monitored and reported. - PO's processed, supporting documents provided correctly against budget codes including an oversight and management of commitments as needed. - Additional assignments and emerging priorities are completed effectively and in a timely manner. - Travel arrangements are clearly communicated, fully in place, and compliant with SPC policies, enabling the DDG to travel with confidence and clarity. - Operational support contributes to the overall effectiveness of the Executive Office.

Note

The above performance standards are provided as a guide only. The precise performance measures for this position will need further discussion between the jobholder and supervisor as part of the performance development process.

Work Complexity

Supporting the Deputy Director-General's office, in terms of administrative & secretarial operations, time management, planning & relationship management.
Strong understanding of the dynamics of Pacific Island government and development partner relationships.
Discretion and demonstrated ability to facilitate an effective liaison between the Deputy Director-General and other constituencies.
Interactions with high level officials, heads of ministries or ministerial offices in SPC members when needed.
Strong effective and efficient organisation skills of high-level meetings and events.

Functional Relationships & Relationship Skills

Key internal and/or external contacts	Nature of the contact most typical
External - Professional associations - Chair of Conference, Pacific Leaders, Ministers, Consulates - CROP Agencies and other key regional stakeholders	- Cooperation and collegial working relationship - Timeliness in responses - Respect and trust - Organisation

- European Union, MFAT, DFAT delegations and other similar external delegations - Service providers (catering and events)
Internal - Deputy Director General - Members of the Executive and Senior Leadership team - Principle Advisors of the Director General and Deputy Director General O&I - SPC staff members	- Cooperation and collegial working relationship - Timeliness in responses - Respect and trust - Organisation

Level of Delegation

Routine Expenditure Budget: 0

Budget Sign off Authority without requiring approval from direct supervisor: 0

Person Specification

Qualifications

Essential:	Desirable:
- A degree in a relevant field such as business administration or equivalent body of knowledge and experience.

Knowledge / Experience

Essential:	Desirable:
- At least 10 years of relevant experience, including a minimum of 5 years managing an executive office. - Demonstrated ability to identify, analyse and resolve operational issues within an executive office setting. - Ability to prioritise competing demands and manage work schedules effectively to meet strict deadlines and commitments. - Advanced proficiency in the use of computer applications and modern office systems, including Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams and SharePoint) and digital collaboration tools. - Excellent interpersonal, public relations and stakeholder management skills. - Excellent written and verbal communication skills.	- Sound knowledge of the Pacific region and Pacific protocols. - Experience managing an executive office within a large development, regional or international organisation. - Knowledge of SPC's functions and operations, or the demonstrated ability to acquire this knowledge quickly. - Working knowledge of French.

Essential:

Desirable:

- At least 10 years of relevant experience, including a minimum of 5 years managing an executive office. - Demonstrated ability to identify, analyse and resolve operational issues within an executive office setting. - Ability to prioritise competing demands and manage work schedules effectively to meet strict deadlines and commitments. - Advanced proficiency in the use of computer applications and modern office systems, including Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams and SharePoint) and digital collaboration tools. - Excellent interpersonal, public relations and stakeholder management skills. - Excellent written and verbal communication skills.

- Sound knowledge of the Pacific region and Pacific protocols. - Experience managing an executive office within a large development, regional or international organisation. - Knowledge of SPC's functions and operations, or the demonstrated ability to acquire this knowledge quickly. - Working knowledge of French.

Key Skills /Attributes / Job Specific Competencies

The following levels would typically be expected for the 100% fully effective level:

Expert level	- Ability to manage executive office administrative and secretarial functions efficiently and professionally

	- Excellent organisational, prioritisation and time management skills - High level of discretion and attention to detail
Advanced level	- Sound judgement and the ability to make timely decisions - Excellent interpersonal, communication and stakeholder management skills - Strong problem-solving skills and a flexible, solutions-focused approach
Working Knowledge	- SPC policies, procedures and administrative practices - Procurement policies, rules and principles - Financial and administration systems and processes - Data and information management systems - Travel management system (NuTrip) - Financial management system (Navision or Business Central) - Microsoft 365 applications

Key Behaviours

All employees are measured against the following Key Behaviours as part of Performance Development:

Change and Innovation
Interpersonal Skills
Teamwork
Promotion of Equity and Equality
Judgement

Personal Attributes

Able to undertake duties and responsibilities in a timely manner
Able to work without supervision
Able to learn new ideas and processes quickly
Able to show initiative and work in a multi-cultural environment
Be a good team player

Change to Job Description:

From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment – including technological requirements or statutory changes. Such change may be initiated as necessary by the Director Corporate Services. This Job Description may be reviewed as part of the preparation for performance planning for the annual performance cycle.

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

Summary by Impactpool

Candidate Requirements:

Degree in business administration or relevant field
At least 10 years of relevant experience
Minimum 5 years managing an executive office
Ability to prioritize competing demands
Advanced proficiency in Microsoft 365 and digital tools
Excellent English communication skills
Working knowledge of French is an advantage
Ability to work in a multicultural environment

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