Administrative Assistant

Job Posting Organization:
The position is located within the Automated System for Customs Data (ASYCUDA) Programme in the Division on Technology and Logistics (DTL) of the United Nations Conference on Trade and Development (UNCTAD). The organization is dedicated to enhancing the capacity of developing countries to manage their customs operations effectively and efficiently. Established to support international trade and development, UNCTAD operates in various countries around the world, focusing on trade, investment, and sustainable development. The organization employs a diverse workforce and aims to promote inclusive economic growth and development across its member states.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the ASYCUDA Programme by managing various administrative functions. This position requires a proactive individual who can coordinate human resources activities, manage budgets, and provide general administrative support. The incumbent will work closely with the ASYCUDA Regional Coordinator for Asia and the Pacific, ensuring that all administrative processes align with UN rules and procedures. The role demands a high level of professionalism, attention to detail, and the ability to handle multiple tasks efficiently. The Administrative Assistant will also be responsible for liaising with various stakeholders, including staff, consultants, and external contractors, to facilitate smooth operations within the unit. This position is essential for maintaining the integrity and efficiency of the ASYCUDA Programme, contributing to the overall mission of the United Nations in promoting trade and development.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to:

• Coordinating human resource activities, ensuring compliance with UN rules and procedures.
• Maintaining vacancy announcement files and tracking the status of vacancies.
• Advising staff on visa matters and conditions of service.
• Monitoring staffing tables and various human resource activities.
• Assisting in the preparation and development of the unit’s work programme and budget.
• Monitoring budget implementation and expenditures, suggesting reallocations as necessary.
• Collecting data and preparing customized financial reports.
• Reviewing requisitions for goods and services to ensure compliance with budgetary constraints.
• Providing guidance and training to general service staff. 1
• Assisting in drafting host country agreements and contributions for grants. 1
• Identifying and resolving administrative issues as they arise. 1
• Coordinating with service units and internal team members. 1
• Assisting with the collection and analysis of data for reporting purposes. 1
• Administering contracts with external contractors and auditing invoices. 1
• Processing payments and monitoring contractor performance.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of 10 years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to eight years. Additionally, experience in data analytics or related areas is desirable, as well as experience supporting United Nations or similar international organization technical cooperation programmes. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to work under pressure.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will be given preference, particularly if they have relevant experience in administrative services or related fields. Continuous professional development and training in areas related to finance, human resources, or project management are advantageous.

Experience:
The position requires a minimum of 10 years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree or higher may qualify with a minimum of eight years of experience. Experience in data analytics or related areas is desirable, as is experience in supporting technical cooperation programmes within the United Nations or similar organizations. The role demands a candidate who is adept at managing multiple tasks and can demonstrate a history of effective administrative support.

Languages:
For this position, proficiency in English and Fijian is required. English is one of the working languages of the United Nations Secretariat, and candidates must demonstrate a high level of proficiency in reading, writing, listening, and speaking. Fijian is also required, with a minimum proficiency level in reading, writing, listening, and speaking. Knowledge of French is an asset but not mandatory. Candidates should refer to the UN Language Framework for specific proficiency levels required for each language.

Additional Notes:
This is a project-funded position with an initial duration of six months, with the possibility of extension based on project continuation, availability of funds, and satisfactory performance. The position is limited to candidates based at the duty station in Suva, Fiji. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The organization promotes a diverse and inclusive work environment and adheres to strict standards of integrity and professionalism in its recruitment processes. All candidates are subject to reference checks and must provide accurate information regarding their qualifications and experience.