Team Administrator/Development Support Officer PIF - until October 2027

New Zealand Government; Wellington; On-site; NZD 66,000 - 85,000; Full time

Job summary

The Ministry of Foreign Affairs and Trade is seeking a proactive Team Administrator for the Pacific Islands Forum Taskforce in Wellington, with occasional travel to Auckland. You will support the Taskforce Director, coordinate travel, manage invoices, and maintain records to ensure smooth day-to-day operations.

As the team grows, you will help onboard new staff, develop streamlined processes, and contribute to a positive, inclusive culture, while delivering high-quality administration in a

Qualifications

• Experience providing administrative support and customer services.
• The ability to work with a range of software applications and administrative and financial corporate data systems, including word processing, databases, electronic file management systems and presentations.
• The ability to juggle tasks with numerous stakeholders and competing priorities with a calm and friendly approach.
• Understanding of The Treaty of Waitangi/Te Tiriti, Te Reo Māori and Māori customs and protocols would be beneficial.

Responsibilities

• Providing diary and executive support to the Taskforce Director.
• Coordinating domestic and international travel arrangements.
• Managing invoices and financial administration processes.
• Maintaining records and documentation within corporate systems.
• Coordinating meetings, workshops and events.
• Preparing agendas, meeting papers and supporting documentation.
• Managing communication channels and team coordination activities.
• Supporting recruitment, onboarding and induction activities.
• Assisting with the development of team systems, processes and ways of working.
• Coordinating the collation and dissemination of management reports.

Skills

Administrative support

Customer service

Software proficiency

Multitasking

Māori protocols understanding

Tools

Word processing

Databases

Electronic file management

Presentations

Job description

The Ministry acts in the world to build a safer,more prosperous and more sustainable future for NewZealanders.Kia hangai ake eteManatuheao-haumaru,ao-tonui, ao-pumau, kiteoranga tonutangamoAotearoawhanui.

Dynamic, fast-paced role supporting a high-profile Pacific Islands Forum Taskforce Opportunity to help shape systems, processes and team culture in a growing team Wellington based with occasional travel to Auckland required

Fixed-term opportunity until October2027

This is an exciting opportunity to join the Pacific Islands Forum (PIF) Taskforce as a Team Administrator, supporting the Director and team to deliver New Zealand's hosting of the 2027 Pacific Islands Forum Leaders meeting.

About the role

Kōrero mō te tūranga Reporting to the PIF Programme Manager, you will provide executive support to the Taskforce Director, and a broad range of high-quality administrative, coordination and support services to enable the smooth running of the Taskforce's day-to-day operations. You will play a key role in establishing effective systems, processes and ways of working for a rapidly growing team. This is a dynamic position suited to someone who enjoys variety, thrives in a changing environment, and takes pride in helping others succeed. As the team expands, you will also be instrumental in onboarding new staff and fostering a positive, inclusive team culture.

These exciting and varied responsibilities will see you involved in a wide range of administrative and coordination activities including:

• Providing diary and executive support to the Taskforce Director
• Coordinating domestic and international travel arrangements
• Managing invoices and financial administration processes
• Maintaining records and documentation within corporate systems
• Coordinating meetings, workshops and events
• Preparing agendas, meeting papers and supporting documentation
• Managing communication channels and team coordination activities
• Supporting recruitment, onboarding and induction activities
• Assisting with the development of team systems, processes and ways of working
• Coordinating the collation and dissemination of management reports

The Taskforce is based in Wellington but supports significant activity in Auckland. Occasional travel to Auckland will be required.

Who are we looking for?

Mā wai te mahi nei? We would love to hear from you if you are an experienced administrator with the following:

• Experience providing administrative support and customer services.
• The ability to work with a range of software applications and administrative and financial corporate data systems, including word processing, databases, electronic file management systems and presentations.
• The ability to juggle tasks with numerous stakeholders and competing priorities with a calm and friendly approach.
• Understanding of The Treaty of Waitangi/Te Tiriti, Te Reo Māori and Māori customs and protocols would be beneficial.

We’re not all about the technical skills though. Your passion, motivation and focus with the ability to deliver to customer deliverables in a fast-paced environment are key in our team! As is your attention to detail, use of initiative, proactivity and problem solving skills.

Why MFAT?

We are committed to a focus on leadership, talent, training and development, and flexible work options consistent with guidance from the Public Service Commission. Check out our benefits page to find out more about why we love working here.

MFAT is Rainbow Tick accredited. We value diversity and are committed to providing an inclusive culture where everyone feels supported, valued, and a sense of belonging. We welcome applications from people from a diverse range of backgrounds.

The full salary range for this role is $66,239 to $84,639 total remuneration, inclusive of our 3% KiwiSaver employer contribution.

To be considered for this position at Ministry of Foreign Affairs and Trade you must be a NZ citizen, or Permanent Resident. You must be able to obtain and maintain a security clearance. Ordinarily, to obtain this level of clearance candidates must have sufficient checkable background in countries where meaningful and reliable checks can be undertaken. Where requisite checks are unable to be made, the candidate application may not be able to be progressed.

Use this online tool to self-check your eligibility for a clearance. Please note that this tool is not part of the formal security clearance process: http://www.protectivesecurity.govt.nz/eligibility-tool

Applications close at midnight on Monday 5th October 2026

This is not a Foreign Policy/diplomatic role.

This is a ‘Corporate' role (known here as a Specialist role) based in central Wellington, NZ.

While it is not usual for specialist staff to be ‘posted' outside of NZ, from time to time a specialist role overseas becomes available at one of our embassies, high commissions, missions or consulates.