Overview
Provides general administrative support, front office support, and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies.
Key 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 administrative support to office and assets management:
- 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.
- Provide administrative support to the implementation of Human Resources services:
- 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.
- Provide administrative support to knowledge building and knowledge sharing:
- Support conference room bookings for training and learning events.
- Managing meeting room/s calendars for the Office.
- The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Required Experience
- 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.
Qualifications
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.
