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IKI Administrative Assistant
Island Conservation
Administration
Posted on Apr 24, 2026
Position Title: Administrative Assistant
Employment Type: Full time, permanent (32-40 hours)
Location: New Zealand or Pacific (remote)
About Us
Island Conservation envisions a world filled with vibrant biodiversity, resilient oceans, and thriving island communities. We are the only international non-profit conservation organization with the mission to restore islands for nature and people worldwide. Islands are special places that provide outsized returns on our conservation investments. Island Conservation is committed to holistic island-marine ecosystem restorations that combine efforts to improve community livelihoods and climate resiliency, manage invasive species, and reestablish native animals and plants. Learn more about us at www.islandconservation.org.
Position Overview
Island Conservation is seeking a highly organized and proactive Administrative Assistant to support the delivery of the Pacific IKI (International Climate Initiative) Project—a multi-year, multi-country initiative focused on strengthening island ecosystems and communities on the front lines of climate change.
This role is central to the smooth operation of a complex regional programme spanning multiple Pacific nations. You will provide high-level administrative and coordination support to the project team and IKI partners, ensuring effective communication, timely delivery of activities, and alignment across workstreams. Responsibilities include coordinating logistics for meetings and travel, supporting governance processes, maintaining accurate documentation and knowledge systems, assisting with financial tracking and procurement processes, and contributing to monitoring, evaluation, and reporting requirements.
You will play a key role in ensuring the project meets its operational, fiduciary, and compliance obligations, while enabling collaboration across diverse partners and stakeholders in the Pacific region.
Responsibilities
Program Administration & Coordination
- Coordinate day-to-day administrative functions of the Pacific IKI Project
- Maintain project calendars, work plans, and activity trackers
- Support coordination with IKI Partners and internal IC teams
- Assist with logistics for field activities and travel
- Maintain records aligned with project deliverables and timelines
MEL (Monitoring, Evaluation, & Learning)
- Support collection and organization of MEL data across project activities
- Maintain indicator tracking tools and support data entry
- Assist in compiling evidence for project outcomes and impact
GESI (Gender Equality & Social Inclusion)
- Support integration of GESI considerations into project activities and documentation
- Assist in tracking GESI indicators and reporting requirements
ESMP (Environmental & Social Management Plan)
- Support monitoring and documentation of ESMP requirements
- Ensure compliance records are up to date and accessible
Governance and Meeting Support
- Support governance group meetings and bilateral IKI partner meetings
- Prepare agendas, circulate papers, and record minutes
- Track action items and follow up with relevant stakeholders
- Support coordination between Island Conservation and Consortium Partners
Document Control & Knowledge Management
- Maintain structured filing systems (SharePoint/Drive) for project documentation
- Ensure version control and proper archiving of key documents
- Organize project knowledge, reports, and resources for accessibility
- Support development of internal knowledge-sharing systems
Financial & Procurement Administration
- Support budget tracking and financial documentation
- Assist with processing invoices, expense claims, and purchase orders
- Maintain procurement records in line with donor requirements
- Support coordination with finance teams to ensure compliance
Reporting & Analytics Support
- Support preparation of donor and internal reports
- Compile data and documentation required for reporting cycles
- Assist with basic analysis of programme data and outputs
- Ensure timely submission of reporting inputs from partners
Stakeholder & Communications Support
- Support coordination and communication with IKI partners
- Assist in preparing internal and external communications materials
- Maintain stakeholder contact lists and communication records
- Support organization of events, workshops, and partner engagements
Compliance
- Support adherence to donor (IKI) compliance requirements
- Maintain documentation for audits and due diligence
- Assist in tracking environmental and social safeguards
Additional Responsibilities
Flexibility Requirement: Approximately 5% of the duties and responsibilities may be adjusted based on the evolving needs of the project and the organization. This may include carrying out tasks outside of or in addition to those outlined in the job description. This flexibility is essential to support a dynamic response to evolving priorities and objectives.
Qualifications
Essential
- Proven track record of providing high level administrative support including accounting services to projects.
- Experience working with multicultural and geographically dispersed teams.
- An understanding of biodiversity, social development, and climate resilience in rural communities.
- Proficiency in Microsoft Office and video conferencing tools.
- An ethic of service and/or conservation to benefit the natural world and people.
- Valid passport and driver’s license.
Essential
- A tertiary qualification in a relevant field and a minimum of two years’ experience working in the environmental sector.
- Experience in monitoring, evaluation, and learning frameworks.
- Awareness of invasive species threats and their management.
- Fluency in English and a Pacific Language (written and oral).
- Familiarity with Pacific cultures and stakeholder engagement across civil society, government, and technical sectors.
- Awareness of GESI (Gender, Equity, and Social Inclusion) principles and their application.
- Experience working in remote field settings and conservation environments.
Skills & Attributes
- Results-oriented focus with strong interpersonal and communication skills.
- Collaborative mindset with a proactive and constructive approach.
- High level of integrity and accountability.
- Strong time management skills.
- Commitment to learning, innovation, and continuous improvement.
Flexibility & Travel
- Willingness to travel for short periods (1-2 weeks per year) to Pacific partner countries throughout the course of the project. Countries include Palau, Tonga, Samoa, Wallis & Futuna
- Ability to work across time zones to support international teams, predominantly Australia EST to United States PST.
- Adaptability to evolving priorities and organizational needs.
Benefits
- Paid time off for vacation and personal time
- Paid sick leave to support you and your family
- Company-observed paid holidays
- Parental leave to support growing families
- Retirement savings match up to 3%
- Work that directly contributes to conservation impact
How to Apply
All interested applicants should apply via Seek.
Island Conservation is an equal-opportunity employer committed to building and sustaining an inclusive and equitable working environment. We value the cultural diversity of our team, and we encourage applications from individuals of diverse backgrounds and experiences.