Administrative Associate

Job Posting Organization:
UN Women, established in July 2010, is dedicated to gender equality and the empowerment of women. It was created as part of the UN reform agenda to consolidate resources and mandates for greater impact. UN Women merges the work of four previously distinct parts of the UN system that focused on gender equality and women's empowerment. The organization operates in over 14 countries in the Pacific region, including Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu, and Vanuatu. UN Women is committed to eliminating discrimination against women and girls, empowering women, and achieving equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security.

Job Overview:
The Administrative Associate plays a crucial role in supporting the operations of the UN Women Fiji Multi-Country Office (MCO) by performing a variety of standard administrative, secretarial, and clerical tasks. This position is essential for ensuring high quality and accuracy of work while promoting a client-focused, quality- and results-oriented approach. The Administrative Associate will work closely with the Operations, Programme, and project staff teams to ensure effective service delivery and the resolution of complex administrative issues. The role involves managing office operations, supporting logistical arrangements for events, and maintaining efficient information flow within the unit. The incumbent will also be responsible for procurement processes, asset control, and providing administrative support for personnel administration and knowledge sharing.

Duties and Responsibilities:
The Administrative Associate's duties include providing general administrative and logistical support in accordance with UN Women rules and regulations. This encompasses performing a full range of office management functions, such as collecting information on shipments, preparing documents for customs clearance, and processing administrative requests. The role also involves organizing conferences, workshops, and retreats, maintaining filing systems, managing calendars, and processing visa requests for UN travelers. Additionally, the Administrative Associate will prepare procurement plans, review procurement requests, and organize procurement processes for office and project equipment. They will ensure proper control of assets, prepare inventory reports, and manage updates to databases. The incumbent will also provide administrative support in personnel administration, including contract renewals and benefits administration, and assist in organizing training for staff on administrative matters.

Required Qualifications:
Candidates must have completed secondary education, with a Bachelor’s degree in Business Administration or a related field being desirable but not mandatory. A procurement certification from an internationally recognized provider such as CIPS is considered an advantage. The role requires strong knowledge of administrative rules and regulations, as well as proficiency in IT and web-based management skills. The ability to extract and interpret data is also essential for this position.

Educational Background:
The minimum educational requirement for this position is the completion of secondary education. While a Bachelor’s degree in Business Administration or a related field is preferred, it is not a strict requirement. Candidates with a procurement certification from a recognized provider will have an added advantage in the selection process.

Experience:
Candidates should possess at least six years of progressively responsible work experience in administration, procurement, human resources, or logistics support services. Experience in using computers and office software packages, such as MS Word and Excel, is required. Familiarity with a modern web-based ERP system, preferably Oracle Cloud, is desirable. Experience within the United Nations system is considered an asset, providing candidates with a better understanding of the organization's operations and culture.

Languages:
Fluency in English is mandatory for this position. Knowledge of Fijian (I-Taukei) or Hindi is considered an asset, enhancing communication capabilities within the diverse cultural context of the Pacific region.

Additional Notes:
The position is full-time and involves a variety of administrative tasks that support the efficient functioning of the UN Women Fiji MCO. The role does not have supervisory responsibilities. Candidates should be prepared for a rigorous recruitment process, including background checks and verification of academic credentials and employment history. UN Women is committed to diversity and inclusion, ensuring that all employment decisions are based on qualifications, competence, integrity, and organizational need. The organization has a zero-tolerance policy on conduct incompatible with its aims and objectives, including discrimination and harassment.