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Post Description:  Records Clerk (RC)

Background

Applications are invited from citizens and residents of Samoa for the above Support Staff position with SPREP at Vailima.

The Secretariat of the Pacific Regional Environment Programme (SPREP) is an independent intergovernmental agency that provides assistance and technical advisory services to Pacific Island countries, territories and administrations in the protection and management of their environment to ensure they achieve sustainable development for present and future generations. The organization is based in Apia, Samoa and has a total staff body of about 70 comprised of about even number of professional and support staff. SPREP has a total annual budget of about USD8 millions. SPREP’s membership comprises 21 Pacific Island countries and territories and 4 developed countries 1 .

The SPREP Secretariat Strategic Programmes (2004 – 2013) were endorsed by the SPREP governing body, the SPREP Meeting, in September 2004. The Secretariat's work is delivered through two programmes; Island Ecosystems and Pacific Futures.

The Corporate Services Division is responsible for the provision of support services to the Organisation through the areas of Human Resources & Administration, Finance, Information Technology, Information Resources and Media & Publications.

1 American Samoa, Australia, Cook Islands, Federated States of Micronesia, Fiji, France, Guam, Kiribati, Marshall Islands, Nauru, New Caledonia, New Zealand, Niue, Northern Mariana Islands, Palau, Papua New Guinea, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu, United Sates of America, Vanuatu and Wallis and Futuna.

Key Responsibilities and Accountabilities:

The successful candidate is responsible to the Senior Administration Officer (SAO) under the direct supervision of the Registry Supervisor (RS) to perform assigned duties in an efficient and effective manner.

• Follow up, update and maintain information and records management databases including duty travel reports;
• Provide support with publications distribution work;
• Provide assistance to the Records Management Assistant and Registry Supervisor in the following areas:
• maintenance of current records/files and update filing of correspondence;

• filing and distribution of files and relevant documents/records ;
• maintaining the Bring-Up system;
• file tracking, distributing and collecting files;
• provide information on status of files;
• preparation of out-going mail for delivery to the Post Office and record mail expenditures;
• maintenance of the Register of inward and outward correspondence;
• implementation of the archival and repository system;
• archive and reporting system;

• logistical arrangements for SPREP’s official meetings specifically with duplication, compilation and distribution of working papers and reports.

• Relieve and perform duties of the receptionist whenever required;
• Other duties as may be assigned by RS, SAO or Management from time to time.

Required Qualifications and Experience

Essential

• At least a School Certificate or equivalent with passes in at least three subjects including English (A higher qualification would be an advantage);
• At least 2 years relevant work experience;
• Good writing and communication skills in English with demonstrated ability in Microsoft computing softwares including Word, Excel and Powerpoint;
• Demonstrated ability to meet work plan deadlines under limited supervision.

Terms and Conditions

Duty Station: Apia, Samoa.

Duration:   Appointment is for a term of 3 years initially with a possible renewal depending on performance and availability of funds.

Grade:   Appointment will be at the Grade D/E of SPREP’s Support Staff Scale.

Salary: Basic salary ranges from SAT$8,904 p.a. to SAT$13,352 p.a. depending on qualifications and experience.

Term: Appointment is subject to a satisfactory medical examination, as well as a 6 months’ probationary period. An appointment is terminated by (i) completion of term of contract (ii) one month’s notice by either party (iii) without notice by either party paying one month salary in lieu of notice or (iv) dismissed with or without notice as a disciplinary measure.

Annual Leave: 15 working days a year (up to a maximum accumulation of 50 days).

Sick Leave: 30 working days a year (up to a maximum accumulation of 90 days).

Other Leave: Provisions also exist for maternity, family (compassionate and paternity) and special (without pay) leave.

Duty Travel : SPREP meets travelling expenses at prescribed rates necessarily incurred by staff required to travel away from Apia on official business.

Personal Accident Insurance : All employees are covered by SPREP’s 24 hour Life and Personal Accident Insurance Policy.

Medical Benefits : All employees and their dependents are entitled to have all reasonable medical, dental, and optical expenses, as determined by the Director, under the terms and conditions of the SPREP in-house Medical Treatment Scheme.

Superannuation : For local contract staff, SPREP will pay 7% of basic salary to the Samoa National Provident Fund.

Definitions:

'Dependent' means the financially dependent spouse or dependent child of an employee.

'Dependent child' means an employee’s unmarried, financially dependent, natural or legally adopted child who is:

• under the age of 16 years; or
• under the age of 19 years if undertaking full-time study at a secondary school; or
• under the age of 22 years if enrolled and undertaking full-time study at a university or other tertiary institution; or
• mentally or physically incapacitated.

“Financially dependent” as used in the previous two definitions means spouse or child for whom the main and continuing financial support provided by the staff member.

Equal Opportunities: SPREP is an equal opportunities employer. Men and women are equally eligible for all posts in SPREP.

General: Appointment will be under the terms and conditions of SPREP’s Staff Regulations, a copy of which will be made available to the successful applicant.

Applications

Applications should include:

• A detailed curriculum vitae containing full personal details, qualifications and experience relevant for the position; previous and current appointments with salaries and names and contact addresses/numbers/E-mail of three professional referees who are prepared to provide testimonials.
• Available references from at least three recent employers and/or supervisors
• A statement to address how each Essential Selection Criteria is met.
• Copies of academic qualifications.

The Director

SPREP                                                    Telephone: (685) 21 929

P O Box 240                                             Fax: (685) 20 231

Apia                                                         Email: SPREP@sprep.org

Samoa

 

Closing Date: 13 June 2008. Late applications will not be considered.

For further enquiries, the Personnel Officer can be contacted on telephone (685) 21929 ext 230 or Email: litiab@sprep.org