The International Pacific Halibut Commission (IPHC) is a public international organisation established by a Convention between Canada and the United States of America, providing research and stock management advice on Pacific halibut. We are seeking an Administrative Specialist to service our front desk, among other duties.

The IPHC is a public international organization and as such will consider applicants regardless of nationality. Non-US Citizens will be required to obtain a G4 VISA for work in the USA. Non-Canadian citizens will be required to obtain a Canadian Work Permit for work in Canada.

OVERVIEW
Under the direction of the Administrative Coordinator, the incumbent is responsible for services and support related to the administrative operation of IPHC. The employee is key in facilitating daily operations such as answering incoming inquiries from external and internal clients, preparing mail and packages, and overseeing services provided by outside vendors. The employee also provides administrative services including, but not limited to, records management, internal and external correspondence, shipping and receiving, supporting meetings and events, facilities support, and requisition processing. The work hours for this position are fixed at 8:00 am to 4:30 pm Monday through Friday at the IPHC’s HQ office in Seattle. The front desk position does not
have the ability to utilize the long-term telework 402 policy and the position is 100% in office. 

Employment date: 1 August 2024 subject to availability.
Duration: Regular Full-Time.

MAJOR DUTIES AND RESPONSIBILITIES
Primary Duties

1. Assists in requesting, tracking, and recording purchases in accordance with IPHC policies;
2. Assists in meeting and event planning logistics and support;
3. Assists with travel booking and accommodations as needed;
4. Archive management including maintaining the Commission's account with the National Archives (NARA). Duties include: maintenance of the NARA tracker, preparation of archive boxes, accession number requests, archive box recalls. Employee may also assist with photo and publication tracking and archive;
5. Work directly with the Branch Manager, Finance and Personal Services Branch Manager/Assistant Director for meeting and event planning logistics, coordination, and event support;
6. Supports IPHC outreach activities and the Employee Involvement Committee (EIC);
7. Supports activities across and among the IPHC Secretariat Branches.

II. Administrative Specialist (Front desk services):

1. General office upkeep including ensuring supplies are stocked, common areas are tidy, beverage station is  maintained, and communicating office needs with various vendors;
2. Office duties include phone calls, mail processing, and office document management. Screens, responds to, and refers calls and visitors to appropriate Secretariat members; (Primary Front Desk, Secondary Travel)
3. Handle routine matters regarding public contact, correspondence and requests for information. This position is lead on monitoring, processing, and responding to email messages sent to the IPHC Secretariat inbox;
4. Records management including sorting, tracking, and distributing incoming mail, faxes, and other correspondence;
5. Responsible for processing and tracking all incoming correspondence and determining proper routing and/or action;
6. Shipping and receiving: the position is responsible for processing incoming/outgoing packages, and mailing and reviewing outgoing correspondence and reports for proper format, accuracy, and coordination of facts in accordance with established policy;
7. Takes lead on distribution of various internal Secretariat-wide communications including administrative (non-HR) surveys, notices, and internal meeting invites;
8. Serves as the Safety officer and leads coordination of various internal activities with the safety team to promote a safe work environment through events and education.
9. Provides publishing support for the organisation. This support falls into three categories: 1) Publications; 2) Website; and 3) meetings and outreach events.

Secondary Duties

1. Maintain open communication with team and service lead (Teams chat, SMS texting, email);
2. Immediately notify relevant supervisor if new services are requested and when a service request cannot be fulfilled;
3. Supports IPHC financial operations: Reviews and processes financial documentation relevant to IPHC operations;
4. Checks for content accuracy and adequacy of documents submitted;
5. Enters pertinent data into databases and establishes and maintains a variety of automated and manual files;
6. Ability to respond to fluctuating workloads, timelines and responsibilities;
7. Comply fully with all IPHC policies, including but not limited to the Business Ethics and Conduct, and to declare any actual or potential perceived conflicts of interest;
8. Secretariat staff are prohibited from holding any interest in, or being the beneficiary of, the Pacific halibut industry;
9. As in all positions at the IPHC, the incumbent will assist with mission support services and other  organizational duties as assigned. These services and duties may occur on nights and weekends during high demand or to meet organizational requirements and deadlines.

MINIMUM REQUIREMENTS

• Ability to analyze and use judgment to solve problems;
• Willingness to work as part of a team, especially with jobs assigned;
• Proven ability to prioritize and balance a shifting workload in a deadline driven working environment;
• Strong interpersonal and customer service skills;
• Flexibility, excellent interpersonal skills, priority-setting skills, and the ability to work well with all levels of internal management and staff, as well as outside contacts and vendors;
• Demonstrated capacity to foster a positive work environment;
• Ability to respond to fluctuating workloads, timelines, and responsibilities.

Highly desired:

• Bachelor’s degree in relevant field;
• Demonstrated capacity to work with and within a diverse community.

A satisfactory background check is also a condition of employment.

SALARY AND BENEFITS
Salary: The salary will be between US$55,417.56 and $59,110.11 in the first year with annual increases a possibility with satisfactory performance at the end of years 1 thru 4, before transitioning to a longer increment.
Benefits: The IPHC offers a highly competitive and generous benefits scheme. Benefits include but are not limited the following.

• 100% employer paid medical coverage option.
• 100% employer and short- and long-term disability
• Employer funded health reimbursement arrangement (HRA)

Travel expenses: The IPHC will cover relocation costs up to a reasonable level and in accordance with our internal policies (most direct and economical means from your designated home location to Seattle, WA, USA).

APPLICATION
Deadline: The post is open until filled; however, the first review of applications will occur on 12 July 2024.

Applications must be submitted through the IPHC website at https://www.iphc.int/opportunities/. For your application to be considered eligible, you must submit: 1) a succinct cover letter stating your overall claims to the position against the minimum requirements; 2) a response to the major duties and responsibilities (2 pages maximum); and 3) a curriculum vitae.

The IPHC is a Public International Organization and as such we will consider applicants regardless of nationality. Foreign nationals will be issued with a G4 visa. Relocation costs will be offered. Due to the nature of the work and the organization, a background check is also a condition of employment. For more information about this position, please email [email protected] and cite Position Reference Number 2024-003.