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 across the Pacific: 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 (SN) 2023 - 2027, UN Women Fiji MCO focuses on delivering on four interlinked programme areas underpinned by support for intergovernmental and normative processes:
- Women’s Governance, Political Participation and Leadership
- Women’s Economic Empowerment
- Ending Violence against Women and Girls
- Climate Action/Humanitarian Action and Resilience
Reporting to the Operations Manager, in close coordination with Executive Associate, the Driver/Administrative Clerk assists in effective and efficient implementation of UN Women Fiji Multi Country Office initiatives through a range of actions, including safe and reliable driving services and administrative support management. As part of driver’s function the incumbent shall be also responsible to provide driver services to other high-ranking UN officials and visitors ensuring the highest standards of discretion and integrity, sense of responsibility, and excellent knowledge of protocol and security issues.
The Driver/Administrative Clerk also demonstrates a client-oriented approach, courtesy, confidentiality, tact and ability to work with people of different national and cultural backgrounds. It is anticipated that the administrative support tasks will account for a significant amount of the work of the Driver/Administrative Clerk.
He / She works in close collaboration with the operations team of UN Women Fiji MCO as well as programmed and project teams in the office for effective and timely achievement of results, anticipating and advising on administrative tasks to ensure consistent service delivery and smooth operation of the UN Women Fiji Multi-Country Office.
Duties and Responsibilities
Provide general administrative and logistic support:
- Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
- Scan, store, manage, and track documents in a SharePoint database;
- Maintain hard and electronic filing system ensuring safekeeping of confidential materials including documentation, record retention, and retrieval in line with record management procedure;
- Assist in asset verification and other administrative support;
- Assist office staff in filing, photocopying, scanning and maintaining required records;
- Assist in receiving, mailing and distribution of incoming/outgoing mail and publications and maintain a log of the correspondence;
- Arrange for courier services and payment of bills as required;
- Provide administrative support to building maintenance as required;
- Prepare purchase requisitions; process invoices related to office building services (utilities and contractors);
- Process micro-purchase procurement requests as necessary;
- Support for programme teams with simple procurements, including sourcing quotes for micro-purchases, follow up on invoices, etc;
- Support for programme teams with logistical arrangements for events and workshops, including follow up with caterers on food orders, with venues on room set up, follow up with workshop participants for legal waivers and ID, follow up on RSVPs, etc;
- Support for programme teams with administrative tasks, including supporting with physical mailouts, scanning of documents, deliveries, etc.
Provide reliable and secure driving services:
- Drive office vehicles for the transport of UN Women Fiji Multi-Country Office Representative, other high-ranking officials, visitors, UN Women programme and operations staff, and facilitate VIP missions;
- Deliver and collect mail, documents and other items to Government – Offices/Embassies/Commercial Establishments/ UN Offices;
- Meet official personnel and visitors at the airport including visa and customs formalities arrangements when required;
- Verify that all passengers wear seatbelts at all times in the vehicle;
- Oversee and ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
Day to day maintenance of the assigned vehicle:
- Ensure that official vehicles are kept clean and is always in good working condition;
- Make minor repairs and make arrangements for major repairs, including change oil, check tires, lights horn, clutch and brakes;
- Ensure that vehicles comply with Minimum Operating Security Standards (MOSS);
- Maintain daily vehicle logs, daily mileage, gas consumption, oil change, servicing, greasing, and repairs;
- Maintain and ensure availability of all required documents/supplies including vehicle insurance, vehicle logs, office directory, and map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle;
- Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents;
- Prepare and maintain data of the vehicle maintenance plans and reports.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/en/about-us/employment/application-process#_Values
- Excellent driving skills;
- Strong knowledge of driving rules and regulations, chauffeur protocol and courtesies and local roads and conditions;
- Strong defensive driving skills;
- Skills in minor vehicle repairs;
- Ability to administer administrative processes and transaction;
- Good knowledge of administrative rules and regulations;
- Good IT and web-based management skills;
- Professional appearance and punctuality.
Required Skills and Experience
Education and Certification:
- Completion of secondary education is required;
- Bachelor’s degree in business or public administration or related fields is an asset;
- Valid driver’s license is required.
- Minimum of 3 years of relevant experience as a driver in an international organization, embassy or UN system with a safe driving record;
- Minimum of 2 years of progressively responsible experience in administration, procurement or logistic support services;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Fluency in English is required.
- Knowledge of the other UN official working language is an asset;
- Knowledge of official national language of the duty station is essential.
UN Women Statement on Diversity Inclusion
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, 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 to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel 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).
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/en/about-us/employment/application-process
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. Only shortlisted candidates will be notified.