Administration and Operations Associate
Organizational Context
The UN Office for the Coordination of Humanitarian Affairs (OCHA) mobilizes and coordinates effective humanitarian action with national and international partners to alleviate suffering, advocate for rights, promote preparedness, and facilitate sustainable solutions. The OCHA Office of the Pacific Islands in Suva supports regional countries through coordination, preparedness, response, information management, advocacy, and financing. This role provides essential administrative and operational support for these functions.
Job Purpose
The Administration and Operations Associate will provide crucial administrative and operational support to the OCHA Pacific Islands office, enabling effective humanitarian preparedness, coordination, missions, and emergency response across the region. This six-month assignment focuses on enhancing practical office systems, managing travel and mission logistics, ensuring accurate procurement documentation, maintaining inventory records, and supporting event planning. As a supervised learning role, the position offers hands-on experience in humanitarian operations support without delegated financial or procurement authority, contributing to the smooth functioning of the office.
Responsibilities
Under direct supervision, the Administration and Operations Associate will manage day-to-day administrative processes, including maintaining records and office trackers. Responsibilities include assisting with travel and mission arrangements, ensuring all supporting documentation is complete and followed up on. The role involves supporting procurement processes by managing vendor files, quotation records, and action tracking under staff supervision. Additionally, the Associate will assist with expenditure and budget monitoring trackers and organize supporting documents. The position also entails supporting office inventory and asset records, including participation in physical verification. Furthermore, the Associate will assist with logistics for meetings, workshops, trainings, and official visits, and contribute to updating administrative templates, checklists, and handover files.
Work Experience
While no prior professional experience is strictly required, demonstrated interest and/or up to two years of experience in administration, business management, finance, procurement, logistics, or office operations is highly desirable. Experience in records management, event logistics, or organizational support is also beneficial. Previous volunteer experience or cross-cultural exposure is considered an asset.
Skills
Key competencies include strong organizational skills, attention to detail, and proficiency in Microsoft Office, particularly Excel and Word. The role requires the ability to work systematically, meet deadlines, and maintain accurate records. Essential values and skills encompass accountability, adaptability, flexibility, commitment, motivation, continuous learning, communication, integrity, knowledge sharing, planning, organizing, professionalism, respect for diversity, self-management, technological awareness, and teamwork. Expertise in administration, emergency preparedness, and crisis response is also relevant.