Administrative Assistant at UNDP

Suva, Central, Fiji -

Full Time

Start Date

Immediate

Expiry Date

24 May, 26

Salary

0.0

Posted On

23 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Front-Desk Service, Telephone Communication, Registry Services, Mail Management, Filing Systems, Logistics Support, Conference Organization, ERP Functions, FA608 Applications, Contact Information Management, Client Management, Documents Management, Correspondence Management, Events Management, Travel Module Support, Shipment Management

Industry

International Affairs

Description

Background The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives. Within the Fiji Multi Country Office (MCO) of the UNDP Pacific Office, the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and MCO transactions support. The team further provides demand driven Common Services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others. Duties and Responsibilities Under the overall guidance and supervision of the Administrative Analyst, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes including telephone communication and general reception, registry and information services ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery. 1. Provision of front-desk service and telephone communication services. Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP. Maintains accurate conference/meeting system. Operation and management of the telephone switchboard in accordance with appropriate protocol. Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair. Receive and respond to incoming switchboard and calls returned from staff extensions. Preparation of monthly oversight reports on telephone management and reconciliation of telephone account with bills. Maintain MCO telephone listing for staff and regional offices/agencies. Prepare telephone charges accounts for UN Agencies, projects etc 2. Administrative and logistical support Provide registry services for receipts and dispatches of mail, messages, pouches, etc.; receive, sort, register and distribute/file incoming messages/mail; receive and process outgoing messages/mail including log charges Implement a systematic registration process for incoming and outgoing communications. Effectively sort, categorize, and file incoming messages, ensuring proper documentation. Utilize the DHL online portal to facilitate courier services. Ensure the secure and timely delivery of packages and documents. Maintain an updated and organized register for all incoming and outgoing documentation. Implement a systematic filing system to easily locate and retrieve necessary documents. Administrative support to organization of conferences, workshops, retreats. Execute ERP functions, including the preparation of requisitions for goods and services. Prepare and submit FA608 applications to the Ministry of Foreign Affairs. Maintain FA608 register and timely billing to projects and UN agencies. Ensure compliance with all relevant regulations and guidelines. Provide support to the cleaning staff as needed. Distribute stationery and maintain adequate stock levels 3. Update UN & other contacts information and support knowledge building & knowledge sharing Update of the UN premises telephone list and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts. Participation in training for the operations/projects staff on administration. Sound contributions to knowledge networks and communities of practice. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Competencies Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination Cross-Functional & Technical competencies Thematic Area Name Definition Business Management Customer Satisfaction/Client Management Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns. Administration & Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving Administration & Operations Registry & correspondence management Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives Administration & Operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Administration & Operations ERP travel and expense module Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agencies Administration & Operations Management of shipments Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation Required Skills and Experience Education: Secondary education is required, or University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. Experience: Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience is required. Required Skills: Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required. Experience in handling of web-based management systems and network-based telephone systems is required. Desired Skills: Experience in the UN system is desired Administrative experience in an international organization is desired. Experience and knowledge of freight services and duty-free clearance is desired. Experience in financial control and reconciliation is desired. Required Language: Fluency in English is a required. Fluency in Itaukei and/or Fiji Hindi is required. Equal opportunity As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all. Sexual harassment, exploitation, and abuse of authority UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. Right to select multiple candidates UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Responsibilities

The Administrative Assistant provides front-desk service, manages telephone communications, handles visitor reception, and maintains accurate meeting systems, while also supporting office operations through registry and information services.