Administrative Assistant – Fixed Term (Suva, Fiji)

About the role

The Administrative Assistant will support the UN Women Fiji Multi‑Country Office in Suva, ensuring efficient front‑office operations and logistical coordination. Working under the Operations Manager and the Administrative Associate, the role contributes to the smooth delivery of programme and project activities across the Pacific region.

Key responsibilities

• Manage the front‑office reception, answer calls, welcome visitors and maintain a tidy reception area.
• Monitor the telephone system, clear inbox messages regularly and report any faults to the ICT Officer.
• Coordinate shipment information, customs clearance and documentation for incoming and outgoing UN Women shipments.
• Arrange travel logistics, including hotel bookings, travel authorisations, visa requests and related documentation.
• Provide administrative support for conferences, workshops and retreats, handling venue, catering and material logistics.
• Assist with property‑management records and related administrative tasks.
• Maintain filing systems and ensure the confidentiality of sensitive documents.
• Register new suppliers in the Quantum system and facilitate approval processes.
• Process micro‑purchasing forms using the SMART system and manage e‑requisition requests.

Required profile

• Fiji national with a high level of professionalism and client‑oriented attitude.
• Strong organisational skills and ability to handle multiple tasks accurately.
• Excellent communication skills, both written and verbal, in English.
• Ability to work collaboratively with programme, project and operations teams.
• Attention to detail and commitment to maintaining confidentiality.

Required skills

• Proficiency with the Quantum supplier‑registration system.
• Experience using the SMART micro‑purchasing platform.