Administrative Assistant

Under the supervision of the Chief of Mission and Head of Resources Management, the Administrative Assistant will handle local administrative tasks, logistical support, and office assistance to support the Field Office operations in Fiji.

Responsibilities

• Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information.
• Provide office, administrative and logistics support to meetings, committees, conferences, etc.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
• Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
• Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
• Initiate general administrative tasks in the computerized financial / travel / human resources systems.
• Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
• Provide assistance in the administrative processing of vacancy notices and consultants' contracts.
• Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
• Perform other duties as required.

Requirements

• High school diploma with four years of relevant experience; or, Bachelor's degree in Business Administration or related fields from an accredited institution with two years 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, detail and client-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.
• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization.
• Knowledge of UN and bilateral donor programming.
• Knowledge of financial rules and regulations.
• Knowledge of International Public Sector Accounting Standards (IPSAS).
• Fluency in English (oral and written) is required.

Skills

• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• Email Communication
• Paperwork Organization
• Client Orientation
• Migration Knowledge
• UN Programming Knowledge
• Bilateral Donor Programming
• Financial Rules Knowledge
• International Public Sector Accounting Standards
• Logistical Support
• Office Management

Languages

English