Administrative Associate (G-6), FT, #00103140, Suva - Fiji, MCP, Pacific Office (Open for Nationals of Fiji Only)
Organizational Context
UNICEF operates in over 190 countries, dedicated to saving children's lives, defending their rights, and helping them fulfill their potential. The Pacific Multi-Country Office (MCO) is the oldest and largest, serving 14 Pacific island countries. It focuses on advancing children's rights and wellbeing through integrated efforts in health, nutrition, education, child protection, climate resilience, and social policy.
Job Purpose
The Administrative Associate (G-6) is responsible for executing a broad range of procedural and specialized complex administrative tasks within the respective section. This role requires in-depth knowledge of UNICEF's administrative procedures, processes, and policies. The incumbent will support various functions including budget monitoring, administration section planning and project management, procurement, communication, workflow management, calendar and correspondence management, event logistics, travel arrangements, and invoice processing. The position is crucial for ensuring the smooth and efficient operation of the administrative functions within the Pacific Multi-Country Office, contributing to the overall delivery of UNICEF's mandate to support children and communities across the Pacific region.
Responsibilities
The Administrative Associate will manage and monitor budgets, ensuring adherence to financial regulations and procedures. They will assist in the planning and project management of administrative section activities, coordinating tasks and timelines. Responsibilities include supporting procurement processes, from requisition to delivery, and managing vendor relations. The role involves facilitating effective communication and workflow within the section and with other UNICEF offices and external partners. This includes managing calendars, scheduling meetings, and handling correspondence efficiently. The Associate will also provide logistical support for events and conferences, and manage travel arrangements for staff, ensuring compliance with travel policies. Processing invoices accurately and in a timely manner is a key duty, as is managing supplies and equipment. The position requires the ability to coordinate multiple activities simultaneously, work independently with minimal supervision, and maintain organized records. Supporting regional or multi-country operations and ensuring strong knowledge of administrative policies and procedures are also important aspects of the role.
Work Experience
Minimum six years of progressively responsible administrative or clerical work experience is required.
Skills
Microsoft Office Suite (Excel, PowerPoint), Independent work with minimal supervision, Coordination of multiple activities, Budget monitoring, Administrative planning and project management, Procurement support, Communication and workflow management, Calendar and correspondence management, Event and logistics coordination, Travel management, Invoice processing, ERP systems (SAP/VISION/Fiori) proficiency (highly desirable)