Administrative & Operations Assistant

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead United Nations agency focused on delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. Established to address global population issues, UNFPA operates in numerous countries worldwide, working towards the goals outlined in the Programme of Action from the International Conference on Population and Development (ICPD) and the Sustainable Development Goals (SDGs) by 203

• The organization emphasizes the importance of human rights and aims to empower individuals through access to reproductive health services, gender equality, and the promotion of youth engagement. UNFPA's mission is supported by a diverse team of professionals dedicated to making a significant impact in the communities they serve, ensuring that their programs are effective and sustainable.

Job Overview:
The Administrative & Operations Assistant plays a crucial role in supporting the operational and administrative functions of UNFPA. This position is designed to ensure that business processes are adhered to in the processing of financial transactions related to office management and operations. The incumbent will be responsible for facilitating administrative support and managing office operations, utilizing systems such as Quantum ERP to ensure compliance with established procedures. The role requires a proactive approach to implementing and monitoring internal audit recommendations, safeguarding assets, and ensuring the smooth running of office functions. The Assistant will also contribute to programmatic interventions, logistical support for events, and collaboration with various stakeholders to enhance UNFPA's mission in the region.

Duties and Responsibilities:
The duties and responsibilities of the Administrative & Operations Assistant include:

• Providing substantive programmatic and logistical support for UNFPA interventions, workshops, and events.
• Managing financial and administrative tasks, including processing payments, travel arrangements, and procurement of goods and services.
• Ensuring the provision and maintenance of office services and supplies, maintaining inventory records, and supporting business continuity.
• Collaborating with UN, government, and civil society partners to coordinate logistics and supply chain management, especially during emergencies.
• Overseeing procurement and management of UNFPA commodities, including monitoring storage and distribution.
• Supporting the establishment of agreements with partners and forecasting future supply needs.
• Assisting in capacity building and training for stakeholders on financial management and reporting.
• Liaising with stakeholders to advance UNFPA's programmatic goals and providing support to offices in other Caribbean countries.
• Monitoring financial activities related to work plans and ensuring accurate budget management. 1
• Preparing financial reports and collaborating with finance teams to ensure compliance with regulations. 1
• Carrying out additional duties as required by UNFPA leadership.

Required Qualifications:
The position requires the following qualifications:

• Completed secondary level education is required; a first-level university degree is preferred.
• A minimum of 5 years of experience in secretarial, financial, and administrative functions.
• Experience in research assistance is beneficial.
• Previous experience in the UN system is an advantage, along with knowledge of protocol.
• Familiarity with the Quantum ERP system is preferred.
• Strong interpersonal and organizational skills are essential.
• Proficiency in computer applications such as Word, Excel, and PowerPoint, as well as experience with virtual meeting platforms and social media.
• Good writing and communication skills are necessary.
• A strong interest in development work and commitment to UNFPA's mission is crucial.

Educational Background:
The educational background required for this position includes a completed secondary education as a minimum requirement. A first-level university degree is preferred, indicating a higher level of academic achievement and understanding of relevant subjects that can contribute to the role's responsibilities.

Experience:
Candidates should possess a minimum of 5 years of relevant experience in secretarial, financial, and administrative functions. This experience should ideally include roles that have provided exposure to the workings of international organizations, particularly within the United Nations framework. Familiarity with financial management and administrative processes is essential, as is experience in research assistance and logistical support.

Languages:
Fluency in English is mandatory, encompassing reading, writing, and speaking skills. A working knowledge of another local or official UN language is desirable, which can enhance communication and collaboration with diverse stakeholders.

Additional Notes:
This position offers an attractive remuneration package that includes leave days, health insurance, and additional compensation for pensions and social security" style="border-bottom: 1px dotted #007bff !important;">security obligations. UNFPA promotes a work environment that values gender equality, diversity, and integrity, and is committed to ensuring a healthy work-life balance. The organization encourages applications from women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups. Reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process. UNFPA emphasizes equal opportunities in all aspects of employment, including appointment, training, and compensation.