Administrative Assistant

Job Posting Organization:
UNFPA, the United Nations Population Fund, is the lead agency for delivering a world where every pregnancy is wanted, every childbirth is safe, and every young person’s potential is fulfilled. Established to address global population issues, UNFPA operates in over 150 countries and territories, focusing on reproductive health, gender equality, and youth empowerment. The organization is committed to achieving transformative results by 2030, including ending unmet needs for family planning, preventable maternal deaths, and gender-based violence. UNFPA's mission emphasizes inclusivity, particularly for marginalized groups such as those living in poverty, individuals with disabilities, and LGBTQI+ communities. The organization is dedicated to adapting its strategies to meet the evolving needs of the populations it serves, ensuring that the voices of women, adolescents, and youth are central to its initiatives.

Job Overview:
The Administrative Assistant position at UNFPA is designed to provide effective administrative support and front-desk services to both internal and external clients. This role is crucial in ensuring that the office operates smoothly and efficiently, demonstrating a client-oriented and results-focused approach. The Administrative Assistant will be responsible for managing the reception area, providing essential clerical support, and assisting with various logistical and administrative needs of the office. The position requires a proactive individual who can maintain a professional environment and effectively handle inquiries and requests from visitors and staff. The Administrative Assistant will work under the direct supervision of the Admin & HR Analyst, contributing to the overall management of administrative systems that support the program and office management.

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

• Reception & Front Desk Management: Acting as the primary point of contact for visitors, answering routine inquiries in person or via phone, providing information, and escalating requests to relevant teams. Maintaining a professional and welcoming environment in the reception area and providing logistical support during meetings with external visitors. Systematically updating and maintaining the internal directory for accurate staff contact information and managing the telephone switchboard.
• Administrative & Clerical Support: Reviewing incoming correspondence and routing them appropriately, maintaining the office filing system, assisting in physical archiving and e-filing, producing minutes for operations meetings, and providing general clerical support such as copying, binding, and scanning documents.
• Logistics Coordination & Event Support: Assisting in logistical and administrative arrangements for workshops, meetings, and other events.
• Facilities Management: Monitoring the general outlook of the office, ensuring cleanliness and presentation, escalating maintenance requirements, managing office supplies, and processing payment requests related to building maintenance and office supplies.
• Others: Providing backup support for the Executive Assistant as required and carrying out any other general clerical or administrative duties as directed by the supervisor or Senior Management Team.

Required Qualifications:
The position requires a strong set of qualifications, including proficiency in administrative tasks, excellent communication skills, and the ability to manage multiple responsibilities effectively. Candidates should demonstrate a client-oriented approach and possess strong organizational skills. Familiarity with office management systems and procedures is essential, along with the ability to handle sensitive information with discretion. The role demands a proactive attitude and the capacity to work independently with minimal supervision, as well as the ability to collaborate effectively within a team environment.

Educational Background:
Candidates for the Administrative Assistant position should possess a minimum of a high school diploma or equivalent. A degree in business administration, office management, or a related field is preferred. Additional certifications in administrative support or office management can be advantageous and may enhance a candidate's suitability for the role.

Experience:
The ideal candidate should have at least 2-3 years of relevant experience in administrative support or office management. Experience in a similar role within an international organization or non-profit sector is highly desirable. Familiarity with UNFPA's mission and objectives, as well as experience working in multicultural environments, will be considered an asset.

Languages:
Proficiency in English is mandatory, as it is the primary language of communication within the organization. Knowledge of additional languages, particularly indigenous Fijian or Hindi, is considered a valuable asset and may enhance communication with diverse stakeholders.

Additional Notes:
This position is classified as a full-time role, and candidates should be prepared to work in a dynamic and multicultural environment. The contract duration and specific compensation details will be discussed during the interview process. The role is based in Suva, Fiji, which is classified as a 'B' hardship duty station, indicating certain challenges associated with living and working in the area. Candidates should be aware of the local living conditions and be prepared for the cultural and environmental aspects of working in Fiji.