Administrative Assistant
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) in Fiji supports the implementation of its programmes and projects in collaboration with the Government and partners. The FAO Subregional Office for the Pacific Islands (SAP) in Samoa oversees work in areas like food security, agriculture, fisheries, and climate resilience across the Pacific. Effective administrative, operational, and logistical support is crucial for the FAO Fiji Office to deliver its diverse activities and function efficiently.
Job Purpose
The Administrative Assistant will provide essential administrative, operational, and logistical support to the FAO Fiji Office in Suva. This role is designed for a recent graduate or young professional to gain practical experience within a UN specialized agency. The incumbent will support the organization of meetings, workshops, and travel, manage administrative documentation, assist with operational follow-up, and ensure effective communication within the office and with the Subregional Office. This assignment offers exposure to FAO's work in the Pacific and develops skills in administration, coordination, logistics, and programme support in an international setting.
Responsibilities
Under the supervision of the Assistant FAO Representative for Programme, the Administrative Assistant will manage day-to-day administrative, operational, and logistical aspects of FAO projects in Fiji. Key duties include coordinating trainings, workshops, meetings, and missions; preparing and organizing administrative documentation and records; liaising with project teams, service providers, and government counterparts; and supporting travel arrangements for personnel and stakeholders. The role involves monitoring logistical needs, preparing tracking tools, maintaining project and office records, and assisting with routine operational coordination for procurement and service delivery. Additionally, the Assistant will support communication flow, participate in meetings, take notes, and perform other related administrative tasks to ensure the effective functioning of the FAO Fiji Office and timely project implementation.
Work Experience
No prior experience is required, but a minimum of one month of relevant experience is noted. Desirable experience includes administration, operations, logistics, business management, or programme/project support in academic, internship, or volunteer settings. Experience organizing events, managing documentation, and working in a team environment is beneficial. Previous volunteer experience or cross-cultural exposure is highly regarded.
Skills
Key skills include strong administrative, organizational, and logistical support capabilities with attention to detail and follow-up. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) is essential. The role requires good planning, coordination, and time-management skills, effective written and verbal communication, and the ability to work collaboratively in a multicultural team. Competencies such as accountability, adaptability, client orientation, communication, integrity, planning and organizing, professionalism, and teamwork are also important.