Background:
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:ย
Womenโs Political Empowerment and Leadership Womenโs Economic Empowerment Ending Violence against Women Gender and Protection in Humanitarian Action and Disaster Risk ReductionEnding Violence Against Women / EVAWG
Violence Against Women and Girls (VAWG) is a central barrier to gender equality and a cause of widespread violation of human rights across the Pacific. To respond to the rates of violence in the Pacific, UN Women has developed a comprehensive elimination of violence against women and girls (EVAWG) 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.ย The approach to preventing and responding to VAWG also takes into account the context of the Pacific, which requires an integrated approach to addressing VAWG across the humanitarian โ development nexus.
The Fiji MCO EVAWG programme is one of the largest UN Women EVAWG programmes globally. The most substantial programme under UN Womenโs EVAWG programme is the Pacific Partnership to End Violence Against Women and Girls (hereafter, Phase I) which is an ambitious, five year joint programme, with UN Women, the Pacific Community (SPC) and the Pacific Islands Forum Secretariat, which brings together governments, civil society organizations (CSO), 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 has completed its first phase of implementation (2018 โ 2023) and is expanding into Phase 2 (2023 โ 2027). The Pacific Partnership Programme Phase 2 is funded primarily by the Government of Australia, the European Union (EU) and UN Women.
Phase II builds on the achievements of Phase I and of the Spotlight Initiative Pacific Regional Programme (2019-2023), which are comprehensive, multi-faceted programmes, grounded in an aligned theory of change. The Action is informed by the lessons and key recommendations of the Pacific Partnership Phase I Mid-Term Evaluation and the Spotlight Initiative Mid-Term Assessment. It expands on Phase I results and wide-ranging regional and national partnerships. It will complement and ensure harmonization with other gender equality (GE) programmes in the region, including the Australian Government Department of Foreign Affairs and Trade (DFAT) \"Pacific Women Lead\" and other major initiatives on GE and EVAWG.
The overall objective of the Phase II action is to promote GE and prevent VAWG in Pacific Island Countries and territories (PICTs). Elements of the Phase II will be delivered over four years in target PICTs through activities that contribute to four key outcomes:
Outcome 1: Regional and national political leadership ensures EVAWG legislation and policies are in line with international standards and translated into implementation and action. Outcome 2: Favorable social norms, attitudes and behaviors are promoted at the individual, family, community, and societal levels to prevent VAWG. Outcome 3: Women, girls and children who experience violence (including before, during and after emergencies), have access to coordinated and high quality, essential services (health, police and justice, social services) to recover from violence and perpetrators are held to account. Outcome 4: Women's rights groups, autonomous social movements and relevant civil society organizations (CSOs), including those representing youth and groups facing multiple and intersecting forms of discrimination/marginalization, influence and advance progress on GE, women's empowerment and EVAWG.Under the guidance and direct supervision of the EVAW Programme Management Support Specialist, the Administrative Associate is responsible for supporting office operations by performing a variety of standard administrative, secretarial, and clerical tasks, ensuring high quality and accuracy of work.
The Administrative Associate promotes a client-focused, quality- and results-oriented approach. S/he works in close collaboration with the Operations, Programme, and project staff teams to ensure successful and consistent service delivery, effective implementation, and the resolution of complex administrative issues and information management.
Key Functions and Accountabilities
Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:
Performย 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);ย 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 for conferences, workshops and retreats;ย Maintain filing system (both paper and electronic) and databases for work unit;ย 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; Process requests for visas for all UN travelers;ย Arrange hotel reservations for visiting UN Women officials;ย Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;ย Arrange transportation;ย Perform other administrative tasks as assigned by supervisor.Organize procurement processes for the EVAWG Programme (Pacific Partnership) and other core funds related EVAWG initiatives:
Prepare procurement plans for the programmes/projects; Review procurement requests and initiate procurement procedures for office and projects equipment,supplies and services; Organize procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, Invitation To Bid (ITB) as well as micro-purchasing, receipt of quotations, bids or proposals; Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation Perform Buyer role in Quantum; prepare/close Purchase Orders (POs) and contracts in and outside Quantum; Review/ process contracts for the programme; Prepare submissions to the Procurement Review Committee (PRC);ย Organize travel including purchase of tickets, Daily Subsistence Allowance (DSA) calculation.Ensure proper control of assets under EVAWG Programme (Pacific Partnership) and other core funds related EVAWG initiatives:
Prepare inventory reports;ย Implement the inventory and physical verification check-up;ย Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by programme management;ย Arrange shipments and conference facilities.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;ย ย 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);ย 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;ย Compile lessons learnt and best practices in administration, procurement, and human resources.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
Supervisory / Managerial Responsibilities:
N/A
Competencies :
Core Values:
Integrity; Professionalism; Respect for Diversity.Core Competencies:
Awareness and Sensitivity Regarding Gender Issues; Accountability; Creative Problem Solving; Effective Communication; Inclusive Collaboration; Stakeholder Engagement; Leading by Example.Please visitย this linkย for more information on UN Womenโs Values and Competencies Framework:ย
Functional Competencies:
Ability to administer and execute administrative processes and transactions. Ability to perform work of confidential nature and handle a large volume of work. Strong knowledge of administrative rules and regulations. Strong IT and web-based management skills. Ability to extract and interpret data.Recruitment Qualifications:
Education and Certification:
Completion of secondary education required.ย Bachelorโs degree in Business Administration or a related field is desirable, but not a requirement. Procurement Certification from an internationally recognized provider such as CIPS is an advantage.Experience:
At least six (6) years of progressively responsible work experience in administration, procurement, HR, or logistic support service is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;ย Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.ย Experience with the United Nations System is an asset.Languages:
Fluency in English is required. Knowledge in Fijian (I-Taukei) / Hindi is an asset.Statements :
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.
Diversity and inclusion:
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates,ย and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age,ย ability, national origin,ย or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere toย UN Womenโsย policiesย and proceduresย andย theย standardsย of conduct expected of UN Women personnelย and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
Application:
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from:ย https://www.unwomen.org/en/about-us/employment/application-processย Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.ย Only shortlisted candidates will be notified.Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.