Administrative Assistant

Organizational Context

UNFPA is the lead agency dedicated to a world where every pregnancy is wanted, every childbirth is safe, and every young person’s potential is fulfilled. Its strategic plan (2022-2025) prioritizes the needs of the most vulnerable populations, focusing on rights and inclusive participation. UNFPA is committed to achieving three transformative results by 2030: ending unmet need for family planning, ending preventable maternal deaths, and ending gender-based violence and harmful practices. The organization operates in a dynamic global environment requiring accelerated progress and transformed business practices.

Job Purpose

The Administrative Assistant will provide essential administrative support and front-desk services to internal and external clients, ensuring a client-oriented and results-focused approach. This role is crucial for the effective and efficient functioning of administrative systems within the office, supporting programme and office management. The incumbent will manage the reception area, handle correspondence, maintain filing systems, and assist with logistical and administrative needs. Key contributions include ensuring a professional office environment, facilitating communication, and supporting the smooth operation of daily office activities, including event coordination and facilities management.

Responsibilities

The Administrative Assistant, under direct supervision, will provide comprehensive administrative support and front-desk services. Key responsibilities include managing the reception area as the primary point of contact, welcoming visitors, handling inquiries, and maintaining a professional environment. This involves updating contact directories and managing the telephone switchboard. The role also entails providing administrative and clerical support, such as processing correspondence, maintaining filing systems, taking minutes for meetings, and performing general clerical duties like copying and scanning. Additionally, the position supports logistical arrangements for workshops and events. Facilities management duties include monitoring office appearance, escalating maintenance issues, managing office supplies, processing invoices for utilities and maintenance, and assisting with asset management and sustainability initiatives as the Green Focal Point.

Work Experience

A minimum of five (5) years of relevant experience in administration, office management, and clerical support is required. Experience with an ERP system is desirable. Previous experience within the UN or other international development organizations is an advantage. The candidate should possess good organizational skills, the ability to multitask, work under pressure with minimal supervision, and strong interpersonal and communication skills.

Skills

Key competencies include accountability, adaptability, flexibility, creativity, judgment, decision-making, planning, organizing, professionalism, accuracy, and self-management. Specific expertise areas include administration, facilities management, event organization, and protocol services. Strong oral and written communication skills, along with the ability to handle confidential documentation and maintain punctuality, are also essential.

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