Administrative Assistant - Airport Rescue Fire Fighting Services

Purpose of the Role:

The Administration Assistant provides efficient administrative, records management, and business support services to ARFFS to ensure operational readiness, regulatory compliance, effective governance, and efficient workforce administration. The role supports the management of personnel records, leave administration, reporting, training records, procurement documentation, board papers, budgets, correspondence, and operational documentation necessary for ARFFS to meet ICAO, CAAF, and Fiji Airports requirements. The position contributes directly to Fiji Airports' strategic goals of operational excellence, regulatory compliance, workforce effectiveness, and continuous improvement.

Key accountabilities:

Records and Documentation Management

• Maintain and administer ARFFS electronic and hard copy filing systems.
• Ensure all operational, training, personnel and compliance records are accurately maintained.
• Manage document control for SOPs, manuals, emergency plans and operational procedures.
• Archive records in accordance with Fiji Airports record management policies.
• Ensure confidentiality and security of sensitive information.

Human Resource Administration & Leave Management

• Manage and monitor staff leave records.
• Process annual leave, sick leave, special leave and rostered leave applications.
• Maintain employee personnel files and HR databases.
• Monitor medical examination due dates, licenses and certifications.
• Support recruitment, onboarding and employee administration requirements.

ARFFS Administration Support

• Maintain training records and competency databases in collaboration with Training Officer (ARFFS)
• Track recurrent training requirements and expiry dates.
• Coordinate course nominations, bookings and attendance records.
• Produce training reports and statistics.
• Support training exercises and workshops.

Governance, Board Paper and Executive Support

• Assist in preparation and formatting of board papers, reports and executive submissions.
• Compile supporting information for management reports and presentations.
• Coordinate document reviews and approvals.
• Maintain records of management decisions and action items.
• Assist with development and review of documents.

Data Management and Reporting

• Collect, compile and analyse operational and administrative data.
• Maintain workforce, training, operational and financial databases.
• Produce weekly, monthly, quarterly and annual reports.
• Support KPI monitoring and business planning processes.

Procurement and Financial Administration Support

• Assist with procurement documentation, tender evaluations and purchase requisitions.
• Track purchase orders and expenditure records.
• Maintain inventory and asset registers.
• Assist in budget monitoring and reporting.

Qualifications, Professional Knowledge and Experience:

• Certificate/Diploma in Business Administrations, office management, human resource management, or related discipline from recognised institution
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, outlook and Teams)
• Strong report writing, correspondence and minute taking skills
• Excellent organisational, communication and time management skills
• Minimum of 3 years' experience in an administrative, executive support, office management, records management, or human resources support role.
• Proven experience in maintaining electronic and hard-copy records, filing systems, and document control processes.
• Experience in data entry, database management, and preparation of routine and management reports.
• Experience in processing and monitoring staff leave, attendance records, and personnel documentation.
• Demonstrated experience in preparing correspondence, meeting agendas, minutes, presentations, and management reports.
• Experience coordinating meetings, workshops, training activities, and stakeholder communications.
• Proven ability to manage multiple priorities and meet strict deadlines with minimal supervision.

Application Checklist

We warmly invite interested candidates to ensure their application includes the following documents:

1. Cover Letter – Share your relevant skills and experience and explain how you meet the Minimum Qualification Requirements (MQR) outlined above.
2. Updated Resume
3. Copies of Relevant Certificates and Academic Transcripts

Please note that emailed, hardcopy or late applications will not be accepted.

Only shortlisted applicants will be contacted for the next stage of the recruitment process

Should you have any questions, our friendly team is happy to help - please email recruitment@fijiairports.com.fj

Vinaka vakalevu, and we look forward to receiving your application.

Fiji Airports is an Equal Opportunity Employer. We strongly encourage women and individuals from diverse backgrounds to apply. Employment is subject to a police background check and illegal drug testing, in accordance with Fiji Airports’ zero-tolerance policy on illicit drugs and our commitment to safeguarding children, our people, and the wider community, while maintaining a safe, secure, and drug-free workplace.

To be the World Class Aviation Hub for the Blue Pacific