UN Women: Administrative Assistant, Suva, Fiji, FTA GS4, Fixed Term Appointment (Open to Fiji Nationals ONLY)

Background:

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The UN Women Fiji Multi-Country Office (MCO) is based in Suva, Fiji and works alongside over 30 other UN agencies in the region and 14 countries and territories across the Pacific Region. [1]Under its Strategic Note (SN) 2023 - 2027, UN Women Fiji MCO focuses on delivering on four interlinked programme areas underpinned by UN Women’s Strategic Plan 2026-2029 in line with international normative frameworks:

• Governance and Participation in Public Life.
• Women’s Economic Empowerment.
• Ending Violence against Women and Girls.
• Climate Action/Humanitarian Action and Resilience

Under the guidance of the Operations Manager and the supervision of the Administrative Associate, the Administrative Assistant supports the Office’s operations and the front office by performing and supporting a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

[1] Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu, and Vanuatu

Key Functions and Accountabilities:

Provide general administrative support, front office support and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:

• Manage and maintain the front office reception, including answering calls, welcoming visitors, and keeping the reception area neat and presentable.
• Ensure the telephone system remains functional by clearing inbox messages regularly and reporting faults to the ICT Officer.
• Provide support in collecting shipment information, arranging customs clearance, and preparing documentation for UN Women shipments (incoming and outgoing).
• Assist with travel arrangements, including hotel reservations, preparation of travel authorizations, visa requests, identity cards, and other required documents; collect information for DSA as needed.
• Provide administrative support for conferences, workshops, and retreats, including logistics coordination.
• Support property management activities by maintaining records and assisting with related administrative tasks.
• Maintain filing systems, ensuring safekeeping of confidential materials.
• Provide support to staff at the MCO and Field Office in registering new suppliers in Quantum and facilitating the approval process.
• Assist with processing micro-purchasing forms (SMART) and e-requisitions for procurement activities under the core allocation.
• Assist suppliers/vendors requiring registration in Quantum and support approvals process through the Global Service Tracker.
• Support arranging internal and external appointments/meetings for staff and consultants.
• Provide support in the procurement process by obtaining quotations and preparing e-requisitions in Quantum.
• Provide administrative support and coverage for any other basic operational duties within Operations Unit during periods of absence.

Provide administrative support to office and assets management:

• Provide support in monitoring and maintaining office stationery supplies, including assisting with stock lists, distribution, and maintaining accurate logs of usage.
• Assist in maintaining asset management records and preparing required reports under the guidance of the supervisor.
• Support the organization of files and records related to office premises and maintenance activities.
• Perform the E-Requisition role in the Quantum system by preparing and submitting requisitions as directed.
• Assist in the preparation of procurement documentation such as Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs); support the receipt of quotations, bids, or proposals; and ensure proper documentation for evaluations.

Provide administrative support to the implementation of Human Resources services:

• Support the recruitment process by assisting with the creation and uploading of vacancy announcements with local vendors and performing other related tasks as assigned.
• Assist with daily entry of staff absences on SharePoint for all Fiji and Regional staff members.
• Compile staff Monitoring and Leave Plans and enter leave data into the HR Leave Matrix on SharePoint.
• Provide logistical support in the absence of the driver, including dropping off and collecting passports submitted for work permits from the Ministry of Foreign Affairs and Fiji Immigration.

Provide administrative support to knowledge building and knowledge sharing:

• Support conference room bookings for training and learning events.
• Managing meeting room/s calendars for the Office.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities:

N/A.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Values and Competencies Framework:

Functional Competencies:

• Ability to administer administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Good IT and web-based management skills.

Recruitment Qualifications:

Education and Certification:

• Completion of secondary education is required.
• A Diploma or equivalent certification may be acceptable.
• Bachelor’s degree in Business Administration or related fields is desirable, but not a requirement.

Experience:

• A minimum of 4 years of progressively responsible experience in administration, procurement, HR, or logistic support services.
• Experience in managing reception duties, including handling telephone systems, welcoming visitors, and maintaining a professional office environment.
• Demonstrated experience in procurement support, including preparing requisitions, obtaining quotations, and assisting with vendor registration in ERP systems (preferably Oracle Cloud/Quantum).
• Experience in HR and staff support functions, such as maintaining leave records, compiling staffing reports, and assisting with recruitment processes.
• Experiences in coordinating logistics for meetings, workshops, conferences, and travel arrangements.
• Experience in asset management, record keeping, and maintaining organized filing systems, including the secure handling of confidential materials.
• Familiarity with office supply management, invoice reconciliation, and basic financial/administrative processes.
• Strong computer literacy, with proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint) and experience using online collaboration tools (e.g., SharePoint, Global Service Tracker).
• Prior experience working in multicultural environments and liaising with external stakeholders (e.g., landlords, vendors, government offices) is desirable.
• Experience in the use of ERP systems, preferably Oracle Cloud/Quantum, is desirable.
• Knowledge of Fiji and the Pacific is an asset.

Languages:

• Fluency in written and spoken English is required.
• Fluency in written and spoken language of the duty station is an asset.

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

How To Apply:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/en/about-us/employment/application-process
• Kindly note that the system will only allow one attachment.
• Only shortlisted candidates will be notified.

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.