Administrative Associate (Open to Fiji Nationals ONLY)
Suva (Fiji )
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
The UN Women Pacific Multi-Country Office is based in Suva, Fiji and works alongside over 20 other UN agencies in the region and in 14 countries: Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu.
Under its Strategic Note 2018-2022, UN Women Fiji MCO focuses on delivering on four interlinked programme areas underpinned by support for intergovernmental and normative processes:
- Women’s Political Empowerment and Leadership
- Women’s Economic Empowerment
- Ending Violence against Women
- Gender and Protection in Humanitarian Action and Disaster Risk Reduction
Ending Violence Against Women / EVAW
The Pacific has some of the world’s highest reported rates of violence against women, with studies showing that up to 68% of women are affected.
To respond to the rates of violence in the Pacific, UN Women has developed a comprehensive EVAW programme which takes a transformative approach to prevent violence against women and girls at multiple levels (regional, national and community), and to ensure survivors have access to quality response services.
UN Women’s EVAW programme is implemented under the Pacific Partnership to End Violence Against Women and Girls (hereafter referred to as ‘Pacific Partnership’), a new, four and a half year programme which brings together governments, civil society organizations, communities and other partners to change the social norms that allow violence against women and girls to continue; to ensure survivors have access to quality response services; and to support national and regional institutions to meet their commitments to gender equality and prevention of violence against women and girls. The Pacific Partnership is funded primarily by the European Union (EU) with targeted support from the Australian Government and UN Women supporting directly UN Women’s programmatic interventions under the programme.
Reporting to the Programme Management Support Specialist, the Administrative Associate supports the Office Operations by performing a variety of standard administrative, secretariat and clerical processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. S/he works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.
Duties and Responsibilities
Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:
- Perform the full range of office management and administrative support functions;
- Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
- Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.); including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.);
- Provide administrative and logistics support to conferences, workshops, retreats;
- Maintain filing system (both paper and electronic) and databases for work unit;
- Coordinate procurement processes including preparation of E-Requisitions and assists in the mirco-canvasing process;
- Ensure smooth and efficient information flow within the unit;
- Maintain calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit;
- Provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.), as required.
Coordinate and organise meetings and provide support:
- Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.;
- Provide assistance in the coordination of service-wide activities such as meetings, training, special projects and events;
- Assist in preparation of the relevant meetings, conferences and workshops at the MCO and away from the MCO, including arrangements of experts and panelists and preparation of consultant contracts if required;
- Attend meetings, prepare minutes, and monitor follow-up activities;
- Assist in the preparation of presentation materials using appropriate technology/software.
Prepare Documentation and coordinate other administrative tasks:?
- Manage updates databases; generate a variety of standard and non-standard reports and documentations;
- Ensure the quality of outgoing documents: proofread and edit texts for adherence for format, grammar, punctuation and style;
- Respond to complex information requests and inquiries as required (e.g. answers requests requiring file search, etc.);
- Respond or draft responses to a wide range of correspondence and other communications;
- Use standard word processing package to produce a wide variety of large, complex documents and reports.
- Assume overall responsibility for attendance and leave management monitoring;
- Provide administrative support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
- Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager.
Provide administrative support to knowledge building and knowledge sharing:
- Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
- Compile lessons learnt and best practices in administration, procurement, and human resources.
Key Performance Indicators:
- Adherence to UN Women rules and regulations;
- Timely and quality administrative services;
- Perform duties in a transparent manner;
- Provide timely and quality advice to clients;
- Timely and quality reports.
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- Ability to administer and execute administrative processes and transactions;
- Ability to perform work of confidential nature and handle a large volume of work;
- Excellent knowledge of administrative rules and regulations;
- Excellent IT and web based management skills;
- Ability to extract and interpret data.
Required Skills and Experience
Education and Certification:
- Completion of secondary education is required;
- Bachelor’s degree in Business Administration or related fields is an asset.
- At least 6 years of relevant administrative experience preferably in a large or international corporation or organization;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience in handling of web based management systems including ATLAS will be an added advantage;
- Experience with the United Nations System is an asset.
- Fluency in English is required.