Position Title: Head of Secretariat
Organisation: Fiji Law Society (FLS)
Reporting Line
The Head of Secretariat reports directly to the President of the Fiji Law Societyand is accountable to the Fiji Law Society Council, including the Vice President.
Contract Type
Fixed-term contract of one (1) year, subject to renewal based on performance and organisational requirements.
Position Summary
The Head of Secretariat is the senior administrative and operational officer of the Fiji Law Society and is responsible for the effective management of the Secretariat’s day-to-day operations. The role provides high-level governance, administrative, financial, and logistical support to the President, Vice President, and Council Members, ensuring that the statutory functions, policies, and objectives of the Fiji Law Society are efficiently implemented.
The position serves as the primary coordination point between the Council, members of the Society, regulatory and public institutions, and the general public, while ensuring compliance with internal policies and applicable legal and regulatory requirements.
Role
Primary Focus:
- Governance and Council Support
Secondary Focuses:
- Operational Leadership and Financial Oversight
- Member Engagement, Communications, and Events Management
Key Responsibilities
1. Governance and Council Support
- Serve as the Principal Secretariat to the Fiji Law Society Council, President, and Vice President.
- Coordinate, prepare, and circulate Council and Committee meeting agendas, papers, and supporting documentation.
- Attend Council and Committee meetings, record accurate minutes, and ensure timely circulation and secure record-keeping.
- Track Council decisions and resolutions and ensure appropriate follow-up and implementation.
- Facilitate effective communication between Council Members and the Secretariat.
- Ensure compliance with the Legal Practitioners Act and its Rules & Regulations to coordinate fair and transparent elections.
2. Secretariat and Operational Management
- Provide overall leadership and supervision of Secretariat staff, including the Administrative Officer, Intern(s), and Clerical/Finance personnel.
- Oversee day-to-day office administration, systems, procedures, and records management.
- Develop, review, and implement internal policies, procedures, and operational guidelines.
- Ensure the Secretariat operates efficiently, professionally, and in accordance with the Fiji Law Society’s mandate.
3. Financial and Administrative Oversight
- Oversee financial administration, including verification and monitoring of rent, utilities, operational expenses, salaries, and other payments.
- Ensure accurate record-keeping of financial transactions and support the preparation of financial reports where required.
- Liaise with external service providers, including landlord, tenant(s), fire authority, supplies and vendors to ensure contractual and payment obligations are maintained and met.
- Support audits, compliance checks, and financial accountability processes.
4. Events, CLE, and Logistics Management
- Plan, coordinate, and manage logistics for major Fiji Law Society events, including:
- Annual Conventions
- Continuing Legal Education (CLE) workshops and seminars
- Support relevant sub-committees and liaise with venues, service providers, speakers, and participants to ensure successful delivery of events.
- Oversee registrations, communications, scheduling, and on-site coordination for events.
5. Member Engagement and Communications
- Triage and respond to members of the Fiji Law Society on administrative and operational matters, when required.
- Manage official correspondence to members, particularly on behalf of the President and Council.
- Respond to and manage queries and concerns from members, institutions, and the general public, and facilitate escalation to Council where appropriate.
- Maintain professional and timely communication with stakeholders.
6. Policy, Advocacy, and Institutional Support
- Assist the Council in policy development, consultation processes, and advocacy initiatives.
- Coordinate court submissions, correspondence, and engagement with government agencies, institutions, and external stakeholders.
- Ensure records and documentation related to policy and advocacy work are properly maintained.
Qualifications and Experience
Essential Qualifications
- Bachelor’s degree in Business Administration, Law, Public Administration, or another relevant discipline.
Experience
- Three (3) to five (5) years’ relevant experience in a secretariat, administrative, governance, or office management role.
- Demonstrated experience supporting senior leadership, boards, or councils.
- Experience in event coordination, financial administration, or professional membership organisations will be an advantage.
Key Skills and Competencies
- Strong organisational and administrative management skills.
- Sound understanding of governance processes and confidentiality requirements.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines.
- Financial literacy and attention to detail.
- Strong interpersonal skills and ability to engage with diverse stakeholders.
- High level of professionalism, discretion, and integrity.
- Proficiency in standard office software and record management systems.
Working Relationships
- Internal: President, Vice President, Council Members, Secretariat Staff.
- External: Members of the Fiji Law Society, government agencies, statutory bodies, service providers, event venues, and the general public.
Performance and Accountability
The Head of Secretariat will be appraised annually based on:
- Effectiveness of Secretariat operations
- Quality of governance support to Council
- Financial and administrative compliance
- Stakeholder and member engagement
- Successful delivery of events and CLE programs