Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Suva
Country: Fiji
Deadline Date: Not specified

Job Details

Job Posting Organization:
The United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is a regional development arm of the United Nations Secretariat, established to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP supports its member states through policy-oriented research, normative support, technical assistance, and capacity building to address the development priorities and changing needs of the region. The organization operates in multiple countries across Asia and the Pacific, working towards enhancing regional cooperation and integration.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the ESCAP Subregional Office for the Pacific. The incumbent will work under the direct supervision of the Senior Economic Affairs Officer and Deputy Head, and will be responsible for a variety of administrative functions that support the office's operations. This includes managing human resources activities, budget and finance tasks, general administration, and contract administration. The role requires a proactive approach to ensure compliance with UN rules and procedures while providing support to staff and management. The Administrative Assistant will also be involved in data analysis and reporting, contributing to informed decision-making processes within the office.

Duties and Responsibilities:

• Human Resources Management: Initiate, review, process, and follow up on actions related to the administration of human resource activities, including recruitment, placement, promotion, and training. Provide guidance and support to staff regarding their entitlements and administrative procedures. Maintain vacancy announcement files and monitor staffing tables.
• Budget and Finance: Assist in preparing and reviewing financial proposals, consolidate budget/work programmes, and monitor expenditures. Review requisitions for goods and services, prepare budget performance submissions, and coordinate with the Finance Division.
• General Administration: Draft routine correspondence, coordinate with service units, and perform various administrative duties such as travel arrangements and monitoring accounts.
• Contract Administration: Manage day-to-day administration of contracts, audit invoices, process payments, and prepare necessary UN forms.
• Data Management: Assist in data collection and analysis, prepare presentations and reports, and update information materials.
• Supervision: Guide and train junior staff in administrative functions and ensure efficient workflow within the office.

Required Qualifications:

• Professionalism: Ability to perform a broad range of administrative functions, apply knowledge of UN rules and regulations, and demonstrate commitment to gender equality.
• Client Orientation: Ability to understand and address clients' needs, establish productive partnerships, and keep clients informed of progress.
• Teamwork: Collaborate effectively with colleagues, value others' ideas, and support team decisions.
• Communication: Strong written and verbal communication skills to convey information clearly and effectively.

Educational Background:
A high school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience. A tertiary or higher education in business administration, human resources management, or a related field is desirable, along with supplementary training in finance, accounting, or related areas.

Experience:
A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, or human resources is required. If the candidate holds a first-level university degree, a minimum of five years of experience is acceptable. Experience in data analytics or related areas is desirable, as well as familiarity with an Enterprise Resources Planning (ERP) system such as SAP/Umoja. Experience in procurement or administrative functions within the UN Common System or similar international organizations is also advantageous.

Languages:
Fluency in English is required, as it is one of the working languages of the United Nations Secretariat. Knowledge of another UN official language is considered an advantage, enhancing communication and collaboration within the organization.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work in Fiji. Selected applicants from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to creating a diverse and inclusive environment and encourages applications from all qualified candidates, regardless of gender identity, sexual orientation, race, or disability. Reasonable accommodations may be provided for applicants with disabilities upon request.