VACANCY
OSC 07/2025: ADMINISTRATION OFFICER
JOB DESCRIPTION:
The Online Safety Commission invites applications from suitably qualified candidates for the vacancy referred
POSITION PURPOSE
The primary purpose of this position is to assist the Office Manager in overseeing various administrative tasks, such as managing office supplies, coordinating meetings and events, handling correspondence, and maintaining records. The Administration Officer is also responsible for providing support to staff members and assisting with day-to-day operations. The Administration Officer plays a crucial role in ensuring compliance with relevant regulations and policies. This includes monitoring and implementing procedures to safeguard sensitive information and data, as well as ensuring that all activities are carried out in accordance with legal requirements.
KEY RESPONSIBILITIES
The position will achieve its purpose through the following key duties:
- Receiving and responding to incoming mail, emails, and phone calls in a timely and professional manner.
- Maintaining and updating records, databases, and documents as required.
- Assisting in coordinating and scheduling meetings, events, and appointments.
- Preparing agendas and taking minutes for meetings.
- Managing office supplies and inventory, and coordinating orders as needed.
- Assisting in the preparation and distribution of internal and external communications, including newsletters, reports, and press releases.
- Coordinating with other departments and external stakeholders, as needed.
- Conducting research and providing administrative support for various projects and initiatives.
- Assisting in managing the organization's social media presence.
- Assisting in organizing and maintaining the organization's website.
- Maintaining confidentiality and security of sensitive information.
- Other duties as assigned by the Supervisor.
KEY PERFORMANCE INDICATOR
- One key performance indicator for an administration officer is efficiency in managing administrative tasks. This includes timely completion of paperwork, effective communication with staff and clients, and accurate record-keeping. By setting targets for these tasks, organizations can ensure that their Administration Officers are working efficiently and effectively.
- Another important KPI for an administration officer is accuracy in data entry and record-keeping. It is essential that they maintain accurate records to ensure that information is readily available when needed.
- Another important KPI is customer satisfaction. An Administration Officer plays a crucial role in providing support to both internal staff and external clients.
PERSON SPECIFICATION
The applicant should possess Diploma in Administration/Management or a similar field. The following knowledge, Experience, Skills and Abilities are required to successfully undertake this role.
Knowledge and Experience
- At least 3 years’ experience working in the administration environment or similar field
- strong understanding of administrative processes and procedures is essential in order to effectively manage office tasks such as filing, data entry, and scheduling appointments
- Proficiency in computer skills is crucial for utilizing various software programs and databases to maintain accurate records and generate reports.
- Experience in customer service is beneficial as the Administration Officer may be required to interact with stakeholders and provide assistance with inquiries or complaints.
- Time management skills are also important for prioritizing tasks and meeting deadlines in a fast-paced environment.
Skills and Abilities
- Strong organizational skills are essential for managing the day-to-day administrative tasks efficiently. This includes scheduling meetings, maintaining records, and coordinating with various departments within the organization.
- Excellent communication skills are crucial for liaising with stakeholders, responding to inquiries, and drafting reports or correspondence.
- A high level of attention to detail is also necessary for accuracy in data entry and document management.
- Proficiency in computer software programs such as Microsoft Office is vital for creating presentations, spreadsheets, and other documents.
- The ability to prioritize tasks and work independently under pressure is also important in this fast-paced environment.
PERSONAL CHARACTER
All applicants for employment at the Online Safety Commission must be of good character, with a background that demonstrates their commitment to the public service values contained in the Fijian constitution. Applicants must also be Fijian Citizens, under the age of 60 years, in sound health, with a clear police record. The selected applicant will be required to provide a medical certificate and police clearance prior to taking up duty.
SUBMISSION DETAILS
Applicants must submit the following:
- A detailed and updated curriculum vitae (CV);
- The contact details of at least two (2) referees with one (1) being the current employer if applicable; and
- Certified copies of academic certificates and transcripts.
Applications stating the vacancy number can be submitted in one of the following ways and must be done by 4.00pm on Sunday 19th October 2025
Note: Late applications will not be accepted
*Applicants are encouraged to submit their application via email. careers@onlinesafetycommission.com