Administrative Assistant – Fixed Term (Fiji Nationals)

About the role

The Administrative Assistant will support the UN Women Fiji Multi‑Country Office in Suva, ensuring smooth day‑to‑day operations and high‑quality front‑office service. Working under the Operations Manager and supervised by the Administrative Associate, the role combines administrative, logistical and client‑service duties.

Key responsibilities

• Manage the front‑office reception, answer calls, welcome visitors and keep the area presentable.
• Maintain the telephone system, clear inbox messages and report faults to the ICT Officer.
• Assist with shipment processing, customs clearance and documentation for incoming and outgoing UN Women shipments.
• Coordinate travel arrangements, including hotel bookings, travel authorisations, visa requests and DSA information.
• Provide logistical support for conferences, workshops and retreats.
• Support property‑management activities and maintain filing systems for confidential materials.
• Register new suppliers in the Quantum system and facilitate approval processes.
• Process micro‑purchasing forms (SMART) and e‑requisition requests.

Required profile

• Open to Fiji nationals only.
• Demonstrated experience in administrative and front‑office support.
• Familiarity with UN Women rules, regulations and procedures.
• Ability to handle confidential information with discretion.
• Strong organisational skills and attention to detail.

Required skills

• Quantum (supplier registration system)
• SMART (micro‑purchasing system)