UN Women: Administrative Assistant, Suva, Fiji, FTA GS4, Fixed Term Appointment (Open to Fiji Nationals ONLY)
Organizational Context
UN Women's Fiji Multi-Country Office (MCO) in Suva supports 14 Pacific countries and territories. Aligned with its Strategic Note (2023-2027) and Strategic Plan (2026-2029), the office focuses on governance, women's economic empowerment, ending violence against women, and climate/humanitarian action. The Administrative Assistant supports office operations and the front office.
Job Purpose
The Administrative Assistant provides essential administrative, front office, and logistical support to the UN Women Fiji Multi-Country Office. This role ensures the smooth functioning of daily operations by managing reception, assisting with travel and shipments, coordinating meetings, and supporting procurement and HR processes. The position contributes to the efficient delivery of UN Women's mandate in the Pacific region, working closely with programme and operations teams to maintain high-quality service delivery and support the office's strategic objectives.
Responsibilities
Manage front office reception, including calls, visitors, and maintaining the area. Ensure telephone system functionality. Support shipment collection, customs clearance, and documentation. Assist with travel arrangements, visa requests, and identity cards. Provide administrative support for conferences, workshops, and retreats. Maintain filing systems and ensure safekeeping of confidential materials. Support new supplier registration and procurement processes, including preparing requisitions and obtaining quotations. Assist with micro-purchasing and e-requisitions. Monitor office stationery supplies and assist with asset management records. Support HR services by assisting with vacancy announcements and maintaining staff leave records. Provide logistical support for document submission to government ministries. Manage meeting room bookings and calendars.
Work Experience
A minimum of 4 years of progressive experience in administration, procurement, HR, or logistics. Experience in reception duties, procurement support (including ERP systems like Quantum), HR functions, and coordinating logistics for events and travel is essential. Familiarity with office supply and asset management, strong MS Office proficiency, and experience with online collaboration tools are required. Prior experience in multicultural environments and with ERP systems is desirable.
Skills
Administration, Front Office Management, Logistics Support, Travel Arrangements, Procurement Support, HR Support, Asset Management, Record Keeping, MS Office Proficiency, ERP Systems (Quantum/Oracle Cloud), Communication, Organization.