PACIFIC ISLANDS FORUM SECRETARIAT Applicant Information Package Research Assistant - Disaster Risk Reduction and Management
CONTENTS A. ABOUT THE PACIFIC ISLANDS FORUM SECRETARIAT B. JOB DESCRIPTION Position Identification The Leader s Vision Organisational Context Key Result Areas Work Complexity Functional Relationships and Relationship Skills Level of Delegation Person Specifications Change to Job Description C. REMUNERATION INFORMATION Contract Term Working hours Salary Superannuation Health/Life Insurance Annual Leave Sick Leave Tax Status Other Benefits D. ADMINISTRATIVE INFORMATION Closing date Mailing Address Website 2
A. PACIFIC ISLANDS FORUM SECRETARIAT The information offered in this package is for information only. It does not necessarily form part of the employment contract. The member states of the Pacific Islands Forum are Australia, Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, New Zealand, Niue, Palau, Papua New Guinea, Republic of the Marshall Islands, Samoa, Solomon Islands, Tonga, Tuvalu and Vanuatu. The was established in 1972. The organisation currently employs 104 staff. The Forum Secretariat s mission is to honour and promote the Forum vision by providing quality policy advice, co-ordination and assistance in implementing Leaders decisions to Member countries with regard to the following four key goals identified by the Forum Leaders: Economic Growth Sustainable Development Good Governance and Security The Pacific Islands Forum Vision: Leaders believe that the Pacific region can, should and will be a region of peace, harmony, security and economic prosperity, so that all its people can lead free and worthwhile lives. We treasure the diversity of the Pacific and seek a future in which its cultures, traditions and religious beliefs are valued, honoured and developed. We see a Pacific region that is respected for the quality of its governance, the sustainable management of its resources, the full observance of democratic values, and for its defence and promotion of human rights. We seek partnerships with our neighbours and beyond to develop our knowledge, to improve our communications and to ensure a sustainable economic existence for all In delivering its mission, the Secretariat will strive for professional excellence while demonstrating personal leadership. It will be responsive to the needs of its stakeholders and will excel within a caring and innovative environment. 3
B. JOB DESCRIPTION Position Identification: Job Reference: Job Title: Work Unit: Responsible To: Responsible For: Job Purpose: Research Assistant Disaster Risk Reduction & Management Economic Governance Programme Economic Infrastructure Adviser Nil This job exists to be responsible, through the Economic Infrastructure Adviser, to the Director Economic Governance Programme for assisting in the coordination of Disaster Risk Reduction policy issues, primarily in support of the Secretariat efforts on DRR, including preparations for annual meetings in supported regional efforts on Disaster Risk Management and associated issues with Climate Change anticipated in the Disaster Risk Platform Date: The Leaders Vision: Leaders believe the Pacific region can, should and will be a region of peace, harmony, security and economic prosperity, so that all of its people can lead free and worthwhile lives. We treasure the diversity of the Pacific and seek a future in which its cultures, traditions and religious beliefs are valued, honoured and developed. We seek a Pacific region that is respected for the quality of its governance, the sustainable management of its resources, the full observance of democratic values and for its defence and promotion of human rights. We seek partnerships with our neighbours and beyond to develop our knowledge, to improve our communications and to ensure a sustainable economic existence for all. The Pacific Plan Organisation Context: Director Economic Governance Economic Adviser Economic Infrastructure Adviser Economic Officer Administrative Assistant Economic Reform Officer Research Assistant- DRR & M 4
Key Result Areas: The job of Research Assistant (Public Affairs) encompasses the following major functions or Key Result Areas: 1. Research & Technical Support; 2. Working across programmes to support the Secretariat s effort on Disaster Risk Reduction and Management; and 3. Information Management and Administrative Support. The performance requirements of the Key Result Areas are broadly described below Jobholder is accountable for 1. Research & Technical Support Preparation of background papers on DRR and DRM policy and technical issues, meeting deadlines set by and to satisfaction of management Researches issues and absorbs background material on technical aspects for regional cooperation and coordination of DRR and DRM issues, meeting deadlines set by and to satisfaction of management Preparation assistance toward arrangements for and content of regional meetings, particularly involving coordination of Pacific Islands Forum Secretariat assistance toward regional priorities including the Disaster Risk Management Platform and the Joint DRR/CCA technical working group. Jobholder is successful when Background papers and research issues have been completed and effectively inform the relevant parties on policy and technical issues Background material has been well absorbed and understood and research has been performed to effectively prepare the parties concerned Effective assistance and support provided toward preparation for the Joint DRR/CCA Roadmap and the DRM Platform, to the satisfaction of the EIA, and in time with set deadlines National and regional DRR/DRM data and plans compiled and updated regularly; and provision of DRR/DRM related data when requested Continuous compilation of Disaster Risk Reduction/Risk Management data, and maintenance of a DRR/DRM database. 2. Working across programmes to support the Secretariat s effort on Disaster Risk Reduction and Management Secretariat s work on Disaster Risk Reduction and Disaster Risk Management as part of the Joint DRR/CCA technical working group and support to the Forum Secretariat s contributions to the Working Arm on Climate Change. Support integrated PIFS approach to DRR/DRM and supported efforts on Climate Change work. Works across specific interest group and sectors to assist PIFS contribution to an integrated regional strategy. 5
3. Information Management and Administrative Support Arranging travel, meeting agendas and papers, meeting records and contract administration as and whenever required Travelling to meetings and providing support as and whenever required Travel, meeting agendas, papers, records and contract administration have been prepared to the satisfaction of management in the most cost effective and time efficient way Meetings are attended and there is positive feedback from management on support provided Performing office administration and other duties as required Office administration and other duties performed satisfactorily Functional Relationships and Relationship Skills: Key internal and/or external contacts External Forum Member Countries CROP Organisations Nature of the contact most typical Communication and liaison on necessary information to assist in furthering special purpose short term assistance; Research and data collection on DRR and DRM related Internal Deputy Secretary - General Director, EGP Supervising officer on select duties Research and data collection on DRR and DRM related issues; Economic Infrastructure Adviser Natural Resources Adviser Regional & International Issues Adviser Executive support Note 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. 6
Work Complexity: Most challenging duties typically undertaken: Preparation of background papers on DRR and DRM policy and technical issues, meeting deadlines set by and to satisfaction of management; Preparation assistance toward arrangements for and content of regional meetings, particularly involving coordination of assistance toward regional priorities including the Disaster Risk Management Platform and the Joint DRR/CCA technical working group; and Continuous compilation of Disaster Risk Reduction/ Risk Management data, and maintenance of a DRR/DRM database. Level of Delegation: The jobholder: Does not manage any operational budgets Cannot authorise any costs Cannot sign standard letters on the Secretariat letterhead Person 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 jobholder 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: University degree in economics, planning, natural resources, climate change or disaster risk management. Professional training and qualifications in DRR and DRM. 7
Knowledge/Experience Essential: Desirable: At least two years experience in a professional environment An interest or background in DRR/DRM issues and policy Numerate and computer literate and familiar with PC based Microsoft Office software. Exposure to DRR and DRM related policy issues at the national and/or regional level. Key Skills/Attributes/Job Specific Competencies The following levels would typically be expected for the 100% fully effective level: Expert level Advanced level Demonstrates a high level of initiative with the ability to think laterally and identify innovative solutions Aptitude for the provision of high quality service Demonstrates a high level of initiative with the ability of providing high quality service Utilises smart work practices Good oral and written communication skills in English Ability to set priorities successfully working with Minimal supervision A high level of interpersonal skills Ability to work well with other members of the Programme and Secretariat staff, and in dealings with member country officials Working knowledge Committed to team-work Focused on quality in every aspect; Excellent organisational skills and the ability to meet deadlines Strong interpersonal skills and sensitivity to the diverse needs of those in a multi- cultural environment Understands and is responsive to the needs of all stakeholders Ability to set priorities successfully working with minimal supervision Awareness Willing to travel within the region and internationally in economy class, as required and to refrain from smoking in the office environment Excellent oral and written communication skills and the ability to positively influence others 8
Key Behaviours All employees are measured against the following Key Behaviours as part of Performance Development: Commitment/ Personal Accountability Professional/Technical Expertise Teamwork Customer Focus Effective Communications & Relationships Leadership Coaching and Development (for managers only) Strategic Perspective (for managers only) Personal Attributes A b i l i t y to organise, coordinate and prioritise conflicting demands A b i l i t y to demonstrate continuing professional commitment and interest by taking part in professional training or participating in team building activities A b i l i t y to meet deadlines T eam worker with ability to inspire and maintain good relations within the team and with other Secretariat staff A b i l i t y to deal with confidential information in a professional manner A flexible approach and a willingness to assist with a variety of other tasks within the Secretariat A b i l i t y to respond to pressure in a business-like manner and to remain pleasant and approachable Ph ys i c ally fit and healthy 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 your Director. This Job Description may also be reviewed as part of the preparation for performance planning for the annual performance cycle. C. REMUNERATION INFORMATION The Forum Secretariat is part of the participating CROP agencies that have agreed through their governing councils to standardise employment conditions. Outlined in this section are the conditions, benefits & entitlements that accrue to the position of Research Assistant (Disaster Risk Reduction & Management) and the principles these conditions are based on. 9
Contract Term Principle: To ensure recruitment and retention of the best person for the position Practice: The successful candidate will be entitled to a contract term that is permanent subject to a satisfactory medical examination and performance during a six-month probation period. The permanent tenure is also subject to performance, funding, and the need for the position. Working hours Principle: To ensure that the minimum legal standard is met. Practice: Normal working hours are 37 hours per week with the official office hours being: Monday Thursday: 8:30am 5:00pm Friday: 8:30am 4:30pm. Salary Principle: To ensure relative worth of similar positions across CROP agencies is maintained and consistent with the market, a sample of positions across participating CROP agencies are validated and sized to ensure equivalent salaries are paid for equivalent jobs. Salaries for all Secretariat positions that are advertised locally, are assessed annually and compared to organisations that pay staff at 10% above the upper quartile of the Fiji All Organisations market. Practice: This position is placed at Band 6 and the salary will be in the range of F$19,521 to F$29,281. The salary on appointment is expected to commence at the lower end of the range. Superannuation Principle: To provide the minimum legal requirement of the host country. Practice: This entitlement amounts to 8% of salary, paid to a nominated superannuation fund. For Fiji citizens this will be paid to the Fiji National Provident Fund. Health/Life Insurance Principle: To provide standard health insurance. Practical: Health insurance covering local medical consultation, pharmaceutical benefits and overseas medical treatment (subject to certain conditions) and term life insurance equivalent to three times the base salary is provided for staff. Annual Leave Principle: To provide for recuperation and recreation. Practice: The entitlement for annual leave is 18 working days per annum. 10
Sick Leave Principle: To provide for leave for illness or accident. Practice: The allocation for sick leave is 21 days per annum. Tax Status Principle: To meet the minimum legal requirements as agreed through the Establishment Agreement between the organisation and the host government. Practice: Remuneration is taxable for Fiji nationals. Other Benefits Other benefits include family leave, maternity leave and special leave at the Secretary General s discretion. D. ADMINISTRATIVE INFORMATION The closing date for applications is 20 December 2013. Applications should contain full information on education and career background. Applicants must also provide the names, addresses (postal & e-mail), fax and telephone numbers of three employment referees. Applications should be addressed to The Secretary General, Pacific Islands Forum Secretariat, Private Mailbag, Suva, and can be submitted via email to jobs@forumsec.org.fj. General information on the is available at our Website: www.forumsec.org 11