Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The Office of the High Commissioner for Human Rights (OHCHR) is mandated to promote and protect the enjoyment and full realization, by all people, of all rights established in the Charter of the United Nations and in international human rights laws and treaties. The mission of the Office of the United Nations High Commissioner for Human Rights (OHCHR) is to work for the protection of all human rights for all people; to help empower people to realize their rights; and to assist those responsible for upholding such rights in ensuring that they are implemented. For this purpose, OHCHR works with governments, legislatures, courts, national institutions, civil society, regional and international organizations, and the United Nations system to develop and strengthen capacity, particularly at the national level, for the protection of human rights in accordance with international norms.
This position is located in the Pacific Regional Office of the Office of the United Nations High Commissioner for Human Rights (OHCHR) based in Suva, Fiji. The incumbent reports to the National Administrative & Finance Officer, under the guidance of the Deputy Regional Representative of the Office.
Duties and Responsibilities
Under the supervision of the National Administrative & Finance Officer, the successful candidate will contribute to the smooth operation of the office, ensuring effective communication and coordination among various projects and external stakeholders.
1.) General Administrative Support
- Assist with the preparation and organizing of meetings, conferences, and events, including logistical arrangements, documentation, and follow-up activities.
- Handle incoming and outgoing correspondence, emails, and phone calls with professionalism and confidentiality.
- Maintain filing systems and databases, ensuring accurate and up-to-date information.
- Assist the other support staff focal points in the management of leave and attendance, branch assets and in the space management of personnel.
2.) Financial Administration
- Assist in budget preparation, monitoring, and financial reporting.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- Support process payments, maintain financial records, and reconcile accounts.
- Provide support in procurement processes.
3.) Human Resource Management
- Assists with the reviews, processes, and follows-up on actions related to the administration of the human resource activities, e.g., recruitment of staff and consultants, placement, job classification reviews, separation of staff members, training, etc.,
- Ensuring consistency in the application of UN rules and procedures.
- Oversees the maintenance of vacancy announcement files and keeps track of the status of vacancy announcements.
4.) Project – Program Support for:
- Serve as focal point for coordination of project implementation administrative support activities, involving liaison with various organizational units in the field to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
- Provide general office management assistance, handle administrative tasks, and provide advice and guidance to staff about administrative procedures, processes and practices.
- Provide support to project-related missions and activities, including preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.
- Process all project payments ensuring accuracy and documenting all financial transactions.
5.) Effective communications support and administrative assistance to achieve the following results:
- Coordinate the efficient dissemination of information among members of the operations, program, and project team as needed.
- Facilitate regular communication between management and staff, sharing information with other office departments as required.
6.) Other Duties as deemed necessary for the efficient functioning of the Pacific Regional Office:
- Maintain and support the database for assets of the Unit and participate in the registration and verification as deemed necessary.
- Replenishing of stationary items of the Unit as and when required.
- Any other assignments as requested by the Regional Representative or Deputy Regional Representative.
Competencies
| 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 | Operations Management | Ability to effectively plan, organize, and oversee business processes in order to convert its assets into the best results in the most efficient manner. ‡ Knowledge of relevant concepts and mechanisms |
| Business Management | Monitoring | Ability to provide managers and stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results |
| Operations: Administration, Finance, HR, Procurement, IT, and Security (Administration & Operations) | Events management (including retreats, trainings and meetings) | Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. |
| Operations: Administration, Finance, HR, Procurement, IT, and Security (Administration & Operations) | Asset management | Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain 16 UNDP tendersglobal.net People for 2030 – Competency Framework – Technical Competencies Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information |
| Operations: Administration, Finance, HR, Procurement, IT, and Security (Administration & Operations) | Documents and records management | Overall document (hard or electronic) management; registry and retention policy including storing and archiving |
| Operations: Administration, Finance, HR, Procurement, IT, and Security (Administration & Operations) | Inventory management | Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above |
| Operations: Administration, Finance, HR, Procurement, IT, and Security (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 |
Required Skills and Experience
Education:
- Completion of secondary school education is required OR a recognized University degree (Bachelor’s degree) in accounting and/or finance and administrative field.
Experience:
- Minimum of five years of work experience (secondary completion) OR two years of work experience (Bachelor’s degree) of operational or administrative support work experience, the majority of which in the provision of financial operations support services.
- Experience in managing web-based management systems.
- Knowledge and experience in office management administration and accounting.
- Proficient in MS Office suite and other relevant software applications.
- Excellent organizational and multitasking skills.
- Experience with international organizations, such as the UN or other regional or international-based organizations in a similar field will be an asset.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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