Administrative Associate

Job Posting Organization:
UN Women, established in July 2010, is dedicated to gender equality and the empowerment of women. It operates globally, with a focus on eliminating discrimination against women and girls, empowering women, and achieving equality between genders. The organization collaborates with over 20 UN agencies across 14 countries in the Pacific region, including Fiji, to implement its strategic initiatives. UN Women aims to address critical issues such as women's political and economic empowerment, ending violence against women, and ensuring gender protection in humanitarian actions. The Fiji Multi-Country Office is a significant hub for these efforts, particularly in the context of the Pacific Partnership to End Violence Against Women and Girls, which is one of the largest programs of its kind globally.

Job Overview:
The Administrative Associate plays a crucial role in supporting the operations of the UN Women Fiji Multi-Country Office, particularly within the framework of the Ending Violence Against Women (EVAW) Programme. This position requires a proactive approach to administrative tasks, ensuring that all office operations run smoothly and efficiently. The Associate will be responsible for a variety of administrative, secretarial, and clerical tasks, which are essential for maintaining high-quality service delivery. The role involves close collaboration with various teams, including Operations and Programme staff, to resolve complex administrative issues and manage information effectively. The Associate will also be involved in organizing logistics for conferences and workshops, managing procurement processes, and ensuring compliance with UN Women’s policies and regulations.

Duties and Responsibilities:
The Administrative Associate will undertake a wide range of duties, including but not limited to: providing general administrative and logistical support in accordance with UN Women rules; performing office management functions; collecting information on shipments and customs clearance; preparing documents for UN Women shipments; managing leave recording and meeting organization; maintaining filing systems and databases; ensuring smooth information flow within the unit; processing visa requests for UN travelers; arranging hotel reservations and transportation for visiting officials; organizing procurement processes for the EVAWG Programme; preparing procurement plans and reviewing requests; managing inventory and asset control; preparing documentation and reports; providing administrative support in personnel administration; and supporting knowledge building and sharing within the organization. The Associate will also be responsible for ensuring the quality of outgoing documents and responding to complex information requests.

Required Qualifications:
Candidates must possess a completion of secondary education as a minimum requirement. A Bachelor’s degree in Business Administration or a related field is desirable but not mandatory. Additionally, a Procurement Certification from a recognized provider such as CIPS is considered an advantage. The role requires strong administrative skills, knowledge of administrative rules and regulations, and proficiency in IT and web-based management systems. The ability to handle confidential information and manage a high volume of work is essential.

Educational Background:
The educational background required for this position includes at least a secondary education. While a Bachelor’s degree in Business Administration or a related field is preferred, it is not a strict requirement. Candidates with relevant certifications in procurement will have an added advantage, showcasing their commitment to professional development in this area.

Experience:
The position requires a minimum of six years of progressively responsible work experience in administration, procurement, human resources, or logistics support services. Candidates should have experience in using computers and office software packages, particularly MS Word and Excel. Familiarity with modern web-based ERP systems, preferably Oracle Cloud, is desirable. Experience within the United Nations System is considered an asset, as it demonstrates an understanding of the organization's operational framework and policies.

Languages:
Fluency in English is mandatory for this position, as it is the primary language of communication within the organization. Knowledge of Fijian (I-Taukei) or Hindi is considered an asset, as it may enhance communication with local stakeholders and communities.

Additional Notes:
The position is full-time and is based in Suva, Fiji. The role does not have supervisory responsibilities. UN Women is committed to diversity and inclusion, ensuring a respectful environment for all employees. The organization adheres to a zero-tolerance policy regarding misconduct and expects all personnel to uphold the highest standards of conduct. Candidates will undergo rigorous reference and background checks as part of the recruitment process. Applications must include a completed UN Women Personal History form (P-11) and should be submitted as a single attachment. Incomplete applications will not be considered.