Administrative Assistant

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 development priorities and changing needs. The organization operates in multiple countries across the Asia-Pacific region, focusing on enhancing cooperation and integration among its member states.

Job Overview:
The Administrative Assistant position is located in the ESCAP Subregional Office for the Pacific and reports to the Senior Economic Affairs Officer and Deputy Head. The role involves a variety of administrative functions, including human resources management, budget and finance, general administration, and contract administration. The incumbent is expected to ensure compliance with UN rules and procedures while providing support to staff and management in various administrative tasks. The position requires a proactive approach to problem-solving and the ability to work collaboratively with colleagues and clients to achieve organizational goals. The Administrative Assistant will also be responsible for maintaining accurate records and data, preparing reports, and assisting in the coordination of office activities and events.

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

• Human Resources Management: Initiating and processing actions related to recruitment, placement, promotion, and training of staff; responding to inquiries regarding entitlements and administrative procedures; maintaining vacancy announcement files; monitoring staffing tables and preparing statistical data.
• Budget and Finance: Assisting in the preparation and review of financial proposals; consolidating budget requirements; reviewing requisitions for goods and services; preparing budget performance submissions and reports; coordinating with finance staff on budget-related issues.
• General Administration: Drafting correspondence; coordinating with service units; performing administrative duties related to travel, accounts, and office technology; guiding and supervising junior staff; assisting with data collection and analysis.
• Contract Administration: Managing contracts with external contractors; auditing invoices; processing payments; preparing procurement specifications; and handling UN forms and permissions for staff.
• Competencies: Demonstrating professionalism, client orientation, and teamwork in all aspects of work.

Required Qualifications:
The position requires a high school diploma or equivalent, with a first-level university degree being acceptable in lieu of two years of required experience. Candidates must possess a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience in data analytics, procurement, and working with an Enterprise Resources Planning (ERP) system is desirable. Familiarity with the UN Common System or similar international organizations is also an advantage.

Educational Background:
A high school diploma or equivalent is required for this position. A first-level university degree may be accepted in lieu of two years of required experience, indicating that candidates with higher education may have a competitive edge in the selection process.

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

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of another UN official language, such as French, is considered an advantage and may enhance a candidate's competitiveness for the role.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in Fiji. The position is temporary, available from August 1, 2025, until January 31, 202

• If selected, an internal candidate will be on temporary assignment, while an external candidate will initially receive a temporary appointment. Extensions of appointment are contingent upon satisfactory performance and the continued availability of the post. The United Nations emphasizes the importance of diversity and inclusion in its recruitment process and does not charge any fees at any stage of the recruitment process.