Administrative Assistant (Climate Mobility) (Fiji Nationals Only)

The Administrative Assistant (Climate Mobility) will provide administrative, clerical, and logistical support to the Climate Mobility Unit under the supervision of the Chief of Mission and Programme Officer. The role involves supporting programme activities by providing routine administrative and logistical assistance.

Responsibilities

• Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation using established templates and standard procedures.
• Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer them to appropriate contacts or units.
• Enter, retrieve, compile, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.
• Set up and maintain office files and reference systems according to standard procedures.
• Initiate, process, and track routine administrative transactions in the computerized financial, travel and human resources systems.
• Support the organization and administration of meetings, workshops and events by arranging meeting rooms, equipment, materials and other logistical requirements.
• Assist with arranging travel by organizing transportation, logistics, accommodation and travel documentation.
• Monitor the availability of office supplies and support the maintenance of office equipment in coordination with the relevant administrative unit.
• Perform other duties as required.

Requirements

• High school diploma with three years of relevant experience; or, Bachelor's degree in business administration or related fields from an accredited institution with one year of relevant professional experience.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Understanding of administrative procedures and roles.
• Understanding and knowledge of relevant software for such as excel, word, powerpoint and sharepoints.
• Good interpersonal skills, able to interact and communicate well with others, including from diverse backgrounds.
• Fluency in English (oral and written) is required. Other Pacific Island language(s) is desirable.

Skills

• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• Email Communication
• Administrative Procedures
• Document Organization
• Clerical Support
• Logistical Support
• Interpersonal Skills
• Multicultural Communication
• SharePoint Development
• Programme Support

Languages

English