Administrative Assistant

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 in the area of gender equality. UN Women operates in over 30 countries and territories across the Pacific Region, including Fiji, and collaborates with various UN agencies to promote women's rights and eliminate discrimination against women and girls. The organization focuses on four main program areas: Governance and Participation in Public Life, Women’s Economic Empowerment, Ending Violence against Women and Girls, and Climate Action/Humanitarian Action and Resilience.

Job Overview:
The Administrative Assistant position at UN Women in Suva, Fiji, plays a crucial role in supporting the office's operations and front office functions. Reporting to the Operations Manager and supervised by the Administrative Associate, the Administrative Assistant is responsible for a variety of standard administrative processes that ensure high quality and accuracy of work. This role promotes a client-oriented approach and requires close collaboration with program and project staff as well as the Operations team to ensure consistent service delivery. The Administrative Assistant will be involved in managing front office reception, logistical support for events, and various administrative tasks that contribute to the smooth functioning of the office.

Duties and Responsibilities:
The Administrative Assistant will provide general administrative support, including managing the front office reception, answering calls, welcoming visitors, and maintaining a neat reception area. Responsibilities also include ensuring the functionality of the telephone system, collecting shipment information, arranging customs clearance, and assisting with travel arrangements such as hotel reservations and visa requests. The role involves supporting the organization of conferences, workshops, and retreats, maintaining filing systems, and assisting with procurement activities. The Administrative Assistant will also support the recruitment process, manage office supplies, and assist in monitoring asset management records. Additionally, the incumbent will provide logistical support for staff absences and assist in knowledge building and sharing within the office.

Required Qualifications:
Candidates must have completed secondary education, with a diploma or equivalent certification being acceptable. A bachelor's degree in Business Administration or related fields is desirable but not mandatory. The position requires a minimum of 4 years of progressively responsible experience in administration, procurement, HR, or logistic support services. Experience in managing reception duties, procurement support, and HR functions is essential. Strong computer literacy, particularly in MS Office applications and online collaboration tools, is also required. Familiarity with ERP systems, preferably Oracle Cloud/Quantum, is desirable, along with experience in multicultural environments and liaising with external stakeholders.

Educational Background:
The educational requirement for this position includes the completion of secondary education, with a diploma or equivalent certification being acceptable. While a bachelor's degree in Business Administration or a related field is desirable, it is not a strict requirement for applicants. The emphasis is on practical experience and skills relevant to the administrative functions of the role.

Experience:
The position requires a minimum of 4 years of progressively responsible experience in relevant fields such as administration, procurement, HR, or logistic support services. Candidates should have demonstrated experience in managing reception duties, procurement support, and HR functions, as well as experience in coordinating logistics for meetings and travel arrangements. Familiarity with asset management and record-keeping is also important, along with strong organizational skills and the ability to handle confidential materials.

Languages:
Fluency in written and spoken English is mandatory for this position. Additionally, fluency in the local language of the duty station is considered an asset, enhancing communication and engagement with local stakeholders.

Additional Notes:
This position is a fixed-term appointment at the GS-4 level. UN Women is committed to diversity and inclusion, ensuring that all employment decisions are based on qualifications and organizational needs. The organization has a zero-tolerance policy on conduct incompatible with its aims, including discrimination and harassment. Selected candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history. All applications must include a completed UN Women Personal History form (P-11) as an attachment, and only shortlisted candidates will be notified.