Administrative Assistant

The Administrative Assistant supports the Office’s operations and front office by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The role involves managing reception duties, procurement support, HR assistance, logistical coordination, and office asset management in line with UN Women policies.

Responsibilities

• Manage and maintain the front office reception, including answering calls, welcoming visitors, and keeping the reception area neat and presentable.
• Ensure the telephone system remains functional by clearing inbox messages regularly and reporting faults to the ICT Officer.
• Provide support in collecting shipment information, arranging customs clearance, and preparing documentation for UN Women shipments (incoming and outgoing).
• Assist with travel arrangements, including hotel reservations, preparation of travel authorizations, visa requests, identity cards, and other required documents; collect information for DSA as needed.
• Provide administrative support for conferences, workshops, and retreats, including logistics coordination.
• Support property management activities by maintaining records and assisting with related administrative tasks.
• Maintain filing systems, ensuring safekeeping of confidential materials.
• Provide support to staff at the MCO and Field Office in registering new suppliers in Quantum and facilitating the approval process.
• Assist with processing micro‑purchasing forms (SMART) and e‑requisitions for procurement activities under the core allocation.
• Assist suppliers/vendors requiring registration in Quantum and support approvals process through the Global Service Tracker.
• Support arranging internal and external appointments/meetings for staff and consultants.
• Provide support in the procurement process by obtaining quotations and preparing e‑requisitions in Quantum.
• Provide administrative support and coverage for any other basic operational duties within Operations Unit during periods of absence.
• Provide support in monitoring and maintaining office stationery supplies, including assisting with stock lists, distribution, and maintaining accurate logs of usage.
• Assist in maintaining asset management records and preparing required reports under the guidance of the supervisor.
• Support the organization of files and records related to office premises and maintenance activities.
• Perform the E‑Requisition role in the Quantum system by preparing and submitting requisitions as directed.
• Assist in the preparation of procurement documentation such as Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs); support the receipt of quotations, bids, or proposals; and ensure proper documentation for evaluations.
• Support the recruitment process by assisting with the creation and uploading of vacancy announcements with local vendors and performing other related tasks as assigned.
• Assist with daily entry of staff absences on SharePoint for all Fiji and Regional staff members.
• Compile staff Monitoring and Leave Plans and enter leave data into the HR Leave Matrix on SharePoint.
• Provide logistical support in the absence of the driver, including dropping off and collecting passports submitted for work permits from the Ministry of Foreign Affairs and Fiji Immigration.
• Support conference room bookings for training and learning events.
• Managing meeting room/s calendars for the Office.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• Completion of secondary education is required.
• A Diploma or equivalent certification may be acceptable.
• Bachelor’s degree in Business Administration or related fields is desirable, but not a requirement.
• A minimum of 4 years of progressively responsible experience in administration, procurement, HR, or logistic support services.
• Experience in managing reception duties, including handling telephone systems, welcoming visitors, and maintaining a professional office environment.
• Demonstrated experience in procurement support, including preparing requisitions, obtaining quotations, and assisting with vendor registration in ERP systems (preferably Oracle Cloud/Quantum).
• Experience in HR and staff support functions, such as maintaining leave records, compiling staffing reports, and assisting with recruitment processes.
• Experiences in coordinating logistics for meetings, workshops, conferences, and travel arrangements.
• Experience in asset management, record keeping, and maintaining organized filing systems, including the secure handling of confidential materials.
• Familiarity with office supply management, invoice reconciliation, and basic financial/administrative processes.
• Strong computer literacy, with proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint) and experience using online collaboration tools (e.g., SharePoint, Global Service Tracker).
• Prior experience working in multicultural environments and liaising with external stakeholders (e.g., landlords, vendors, government offices) is desirable.
• Experience in the use of ERP systems, preferably Oracle Cloud/Quantum, is desirable.
• Knowledge of Fiji and the Pacific is an asset.
• Fluency in written and spoken English is required.
• Fluency in written and spoken language of the duty station is an asset.

Skills

• Reception Management
• Telephone Systems Operation
• Procurement Support
• Vendor Registration
• ERP Systems
• Oracle Cloud
• QUANTUM ERP
• HR Support
• Leave Records Management
• Staffing Reports Compilation
• Recruitment Support
• Logistics Coordination
• Meeting Coordination
• Travel Arrangements
• Asset Management
• Records Keeping
• Filing System Management
• Confidential Materials Handling
• Office Supply Management
• Invoice reconciliation
• Financial Administrative Operations
• Microsoft Office Suite
• Word
• Excel
• Outlook
• Power Point
• Collaboration Tools
• SharePoint Development
• Global Service Tracker
• Cross-cultural Liaison

Languages

English