Administrative Assistant

FAO FJI organization mission TBD

The FAO Office in Fiji supports the implementation and coordination of a diverse portfolio of programmes, projects and activities across a range of technical areas. Effective administrative, operational and logistical support is essential to ensure the timely and efficient delivery of these activities and to support the day-to-day functioning of the Office.

The Administrative Assistant will be based in Suva, Fiji, and will support the FAO Fiji Office with a range of administrative, operational and logistical tasks. The assignment provides an opportunity for a recent graduate or young professional with a background in Business Administration or a related field to gain practical experience in the administration and operations of a United Nations specialized agency.

Working as part of the FAO Fiji team and in coordination with relevant colleagues in the Subregional Office, the Administrative Assistant will contribute to the organization of meetings, workshops, travel and other logistical arrangements; support administrative documentation and record management; assist with routine operational follow-up; and help maintain effective coordination and information flow within the Office.

The assignment will provide exposure to FAO's programme and operational work in Fiji and the wider Pacific, while offering opportunities to develop practical skills in administration, coordination, logistics and programme support within an international and multicultural working environment.

Under the direct supervision of the Assistant FAO Representative for Programme in Fiji, the Administrative Assistant will undertake the following tasks:
- Support the day-to-day administrative, operational, and logistical management of FAO projects and activities implemented through the Fiji Office;
- Assist with the organization and logistical coordination of trainings, workshops, meetings, consultations, missions, and other project events, including preparation of participant lists, meeting materials, venues, travel arrangements, and other related administrative requirements;
- Support the preparation, organization, and follow-up of routine administrative and operational documentation, ensuring that relevant records and supporting documents are complete and properly filed;
- Assist with coordination and follow-up with project teams, service providers, government counterparts, participants, and other relevant stakeholders in relation to administrative and logistical arrangements;
- Support travel-related arrangements for project personnel, consultants, participants, and other relevant stakeholders, in coordination with the responsible FAO colleagues;
- Assist in monitoring administrative and logistical requirements associated with ongoing project activities and contribute to timely follow-up of pending actions;
- Support the preparation of simple trackers, schedules, inventories, activity lists, and other tools used to facilitate project implementation and office coordination;
- Contribute to the organization and maintenance of project and office records, correspondence, meeting files, and supporting documentation;
- Assist with routine operational coordination related to procurement, events, travel, meetings, and service delivery, under the guidance of the responsible FAO colleagues and in accordance with FAO procedures;
- Support communication and information flow between the Fiji Office, project teams, and relevant colleagues in the FAO Subregional Office for the Pacific Islands;
- Participate in project and office meetings and provide administrative and logistical support, including preparation of meeting materials, note-taking, and follow-up of agreed actions, as required;
- Provide general administrative and operational support to facilitate the effective functioning of the FAO Fiji Office and timely implementation of its programme and project activities; and
- Perform other related administrative, operational, and logistical support tasks within the scope of the assignment, under the guidance of the supervisor.