Administrative Assistant
Organizational Context
The United Nations Office for Disaster Risk Reduction (UNDRR) is the UN's focal point for coordinating disaster reduction efforts globally. It guides, monitors, and reports on the Sendai Framework implementation, fostering awareness and action. This Administrative Assistant position is based in the Sub-regional Office for the Pacific in Suva, reporting to the Head of the Sub-regional Office.
Job Purpose
The Administrative Assistant provides crucial support to the UNDRR Sub-regional Office for the Pacific in Suva. This role is essential for the efficient functioning of the office by managing a wide range of administrative, financial, and human resources tasks. The incumbent will ensure compliance with UN rules and procedures, support budget and finance operations, coordinate general administrative activities, and assist with contract administration. By maintaining smooth operational processes, the Administrative Assistant directly contributes to UNDRR's mandate of reducing disaster risk and supporting the implementation of the Sendai Framework in the region.
Responsibilities
Manage human resources activities, including recruitment, staff entitlements, and personnel actions, ensuring adherence to UN regulations. Oversee budget and finance functions, assisting with proposal preparation, expenditure monitoring, and budget performance reporting. Provide comprehensive general administration support, including drafting correspondence, coordinating with service units, and facilitating conferences and meetings. Offer logistical support for procurement and low-value acquisitions. Assist in contract administration, verifying vendor payments, and processing necessary UN forms and permissions for staff and contractors. May supervise junior staff and support data analysis and reporting for informed decision-making.
Work Experience
Seven years of experience in administrative services, finance, accounting, audit, or human resources is required. This is reduced to five years for candidates with a first-level university degree. One year of experience in data analytics is desirable, as is experience within the UN or a similar international organization.
Skills
Professionalism in administrative functions (budget, HR, database management), data analysis, and application of UN rules. Strong communication skills for clear and effective interaction. Proficient in planning and organizing tasks, prioritizing assignments, and managing time efficiently.