CONFERENCE AND TRAVEL COORDINATOR

Secretariat of the pacific community POSITION DESCRIPTION CONFERENCE AND TRAVEL COORDINATOR RE-ADVERTISEMENT (Previous applicants will be considered and need not re-apply) BACKGROUND The Secretariat of the Pacific Community (SPC) is an international organisation that provides technical and policy advice and assistance, training and research services to its Pacific Island members. SPC works in a wide range of sectors with the aim of achieving three development outcomes – sustainable economic development, sustainable natural resource management and development, and sustainable human and social development. SPC’s headquarters are in Noumea, New Caledonia. It has regional offices in Suva, Fiji, and Pohnpei, Federated States of Micronesia (FSM), and country offices in Honiara, Solomon Islands and Port Vila, Vanuatu. Additional information on SPC, particularly regarding its work in specific sectors, can be found on its website: www.spc.int. ROLES AND RESPONSIBILITIES The Conference and Travel Coordinator is the Head of the SPC Conference and Travel Unit within the Corporate Services Division. The position is responsible for the effective planning, logistics, coordination and management of all travel for SPC staff and family, SPC conferences and workshops, and meetings organised by external agencies using SPC facilities. The Conference and Travel Coordinator supervises the Senior Travel Assistant and reports to the Director of the Corporate Services. With limited supervision and significant initiative, the position of Conference and Travel Coordinator encompasses the following major functions or key result areas: Conferences and meetings 1. Establish the SPC annual calendar of conferences and meetings in consultation with the Interpretation and Translation Section, the Publications Section and programmes. 2. Oversee the allocation of conference and meeting rooms. 3. Provide professional advice and options to programme staff in relation to cost projections and the organisation of conferences and meetings, both at headquarters and throughout the region. 4. Provide efficient secretariat support to conference and meeting participants. Travel 1. Supervise the organisation of all SPC-related travel for official duty, recruitment, home leave and repatriation; authorise any necessary changes and / or travel cancellations; and ensure that all related documents are issued in a timely manner. 2. Coordinate travel arrangements for participants at SPC conferences, meetings and workshops, both at headquarters in Noumea and throughout the region. 3. Ensure that itineraries and per diems are consistent with SPC guidelines and are the most cost-effective available to the organisation. 4. Negotiate with senior airline and hotel officials throughout the region to obtain the best possible corporate rates for SPC. 5. Provide advice to the SPC executive team on conference- and travel-related policies. Visas 1. Act as the SPC focal point for New Caledonia immigration, airport and airline authorities, and liaise with embassies and government departments of foreign affairs to ensure that appropriate visas are granted to meeting and conference participants and to staff on duty travel. 2. Coordinate submission of applications for visas. 3. Provide advice on visa policies. Unit management Reconcile all financial aspects of travel, the issuance of purchase orders and payment of travel-related invoices (airlines, hotels, airport transfer costs). Maintain the list of per diem rates. Train and oversee staff to ensure maximum effectiveness of the operations of the Conference and Travel Unit. Develop and implement systems and procedures to ensure the unit provides high quality services. Undertake any other duties as directed by the Director of Corporate Services to ensure the effectiveness of SPC conference and travel arrangements. QUALIFICATIONS AND EXPERIENCE Applicants are required to address each of the selection criteria below in their applications. Essential Ø University degree or equivalent qualification in a relevant discipline and at least seven years of professional experience in the field of conference administration and travel organisation. Ø Knowledge of international travel arrangements involving active networks and contacts. Ø High level organisational and administrative ability, with a good sense of judgement and demonstrated diplomacy and tact. Ø Strong client focus and demonstrated ability to deliver good quality service within tight time constraints. Ø Ability to manage staff effectively and to work in a team environment. Ø High level of oral and written skills in SPC’s two official languages (English and French). Ø Ability to establish and maintain effective relationships with people from different cultural backgrounds. Ø Good working knowledge of Microsoft Office programmes. Ø Internet skills – travel sites. Ø Knowledge of and experience working in the Pacific region. Desirable Ø Familiarity with financial management systems. Ø Proven ability to accurately reconcile financial accounts. SALARY, TERMS AND CONDITIONS SALARY AND ALLOWANCES The position is in Band 8 of SPC’s salary scale. Salaries for staff recruited internationally are set in SDR (Special Drawing Rights) and paid in the local currency (e.g. the French Pacific Franc, XPF, in New Caledonia). As per SPC’s 2011 salary scale, the salary range for this band is SDR 2,521–3,579 per month. At prevailing exchange rates, these amounts convert to approximately XPF 345,000–490,000 per month (USD 4,000–5,600/ EUR 2,800–4,000). An offer of appointment for an initial contract will be made in the lower half of this range, with due consideration being given to experience and qualifications. The organisation subsidises housing. An SPC-owned or SPC-rented house or flat will be made available, with the staff member contributing 25 per cent of the normal rental. In addition, an establishment grant is payable to non-residents of New Caledonia. Where appropriate, other allowances such as an education allowance, may be payable. SPC salaries are not subject to income tax in New Caledonia at the present time. PROVIDENT FUND The appointee will be eligible for membership in SPC’s Staff Provident Fund. Staff members contribute eight per cent of their base salary, to which SPC adds a matching contribution. TENURE The appointment is for a period of three years, with the possibility of renewal for a further period depending on performance and continued funding availability. DUTY STATION Noumea, New Caledonia. LEAVE Annual leave will accrue at the rate of 25 working days per annum. Sick leave is 30 working days per annum. MEDICAL BENEFITS SPC’s Staff Medical Insurance reimburses doctors’ fees, cost of prescribed medicines, surgical and hospital costs, etc. up to certain percentages and limits. Supplementary medical insurance is available to increase these percentage reimbursements and limits. FARES AND REMOVAL EXPENSES For an appointee recruited outside New Caledonia, the cost of air fares by the most direct and / or economic route for the appointee and recognised dependants, and reasonable removal expenses by sea of personal and household effects, will be met by SPC on appointment and termination. COMPUTING ENVIRONMENT SPC has a standardised computing environment based on Microsoft Office running under Microsoft Windows. SMOKE-FREE ENVIRONMENT Smoking is not permitted in the work place. EQUAL OPPORTUNITIES SPC is an equal opportunity employer. Recruitment is based entirely on merit, but in cases where two short-listed candidates are ranked equal by the selection committee, preference will be given to Pacific Island nationals.

APPLICATION PROCEDURES The closing date for applications is 15 October 2011

Applicants are asked to use SPC’s online recruitment system. Only those applicants residing in a Pacific country or territory who cannot access the online recruitment system are allowed to send their documents to: Director-General, Secretariat of the Pacific Community, P.O. Box D5, 98848 NOUMEA CEDEX, New Caledonia or submit them by fax (+ 687 26 38 18) or email (spc@spc.int, preferably as an electronic attachment in Microsoft Word format). All other applicants must use the on-line recruiting system or their applications will not be considered. Applicants should provide their curriculum vitae and specifically address how their qualifications, knowledge and experience demonstrate their ability to successfully undertake the duties and responsibilities of the position in their cover letter. They should also provide names and contact details of three referees.