Administrative Assistant

Host entity: FAO FJI

Volunteer type: International

Areas of expertise: Administration

Application deadline: 02/11/2026

Mission and objectives

The Food and Agriculture Organization of the United Nations (FAO) leads international efforts to defeat hunger and achieve food security for all, ensuring that people have regular access to sufficient, safe and nutritious food to lead active and healthy lives.

The FAO Subregional Office for the Pacific Islands (SAP), based in Apia, Samoa, supports Pacific Island countries in strengthening sustainable and resilient agrifood systems. Its work covers areas including food security and nutrition, agriculture, fisheries and aquaculture, climate resilience, natural resource management, programme implementation and institutional capacity development. FAO works closely with national governments, regional organizations, development partners and other United Nations agencies across the Pacific.

The FAO Office in Fiji, based in Suva, supports the implementation of FAO programmes and projects in close collaboration with the Government of Fiji and relevant national and development partners.

Assignment context

The FAO Office in Fiji supports the implementation and coordination of a diverse portfolio of programmes, projects and activities across a range of technical areas. Effective administrative, operational and logistical support is essential to ensure the timely and efficient delivery of these activities and to support the day-to-day functioning of the Office.

The Administrative Assistant will be based in Suva, Fiji, and will support the FAO Fiji Office with a range of administrative, operational and logistical tasks. The assignment provides an opportunity for a recent graduate or young professional with a background in Business Administration or a related field to gain practical experience in the administration and operations of a United Nations specialized agency.

Working as part of the FAO Fiji team and in coordination with relevant colleagues in the Subregional Office, the Administrative Assistant will contribute to the organization of meetings, workshops, travel and other logistical arrangements; support administrative documentation and record management; assist with routine operational follow-up; and help maintain effective coordination and information flow within the Office.

The assignment will provide exposure to FAO's programme and operational work in Fiji and the wider Pacific, while offering opportunities to develop practical skills in administration, coordination, logistics and programme support within an international and multicultural working environment.

Task description

Under the direct supervision of the Assistant FAO Representative for Programme in Fiji, the Administrative Assistant will undertake the following tasks:
- Support the day-to-day administrative, operational, and logistical management of FAO projects and activities implemented through the Fiji Office;
- Assist with the organization and logistical coordination of trainings, workshops, meetings, consultations, missions, and other project events, including preparation of participant lists, meeting materials, venues, travel arrangements, and other related administrative requirements;
- Support the preparation, organization, and follow-up of routine administrative and operational documentation, ensuring that relevant records and supporting documents are complete and properly filed;
- Assist with coordination and follow-up with project teams, service providers, government counterparts, participants, and other relevant stakeholders in relation to administrative and logistical arrangements;
- Support travel-related arrangements for project personnel, consultants, participants, and other relevant stakeholders, in coordination with the responsible FAO colleagues;
- Assist in monitoring administrative and logistical requirements associated with ongoing project activities and contribute to timely follow-up of pending actions;
- Support the preparation of simple trackers, schedules, inventories, activity lists, and other tools used to facilitate project implementation and office coordination;
- Contribute to the organization and maintenance of project and office records, correspondence, meeting files, and supporting documentation;
- Assist with routine operational coordination related to procurement, events, travel, meetings, and service delivery, under the guidance of the responsible FAO colleagues and in accordance with FAO procedures;
- Support communication and information flow between the Fiji Office, project teams, and relevant colleagues in the FAO Subregional Office for the Pacific Islands;
- Participate in project and office meetings and provide administrative and logistical support, including preparation of meeting materials, note-taking, and follow-up of agreed actions, as required;
- Provide general administrative and operational support to facilitate the effective functioning of the FAO Fiji Office and timely implementation of its programme and project activities; and
- Perform other related administrative, operational, and logistical support tasks within the scope of the assignment, under the guidance of the supervisor.

Skills and experience

Experience description:
- Administration, operations, logistics, business management, or programme/project support in an academic, internship, volunteer, or professional setting;
- Supporting the organization of meetings, workshops, trainings, events, travel, or other logistical arrangements;
- Preparing and maintaining administrative documentation, records, trackers, schedules, or other routine operational information;
- Working in a team environment and coordinating with different colleagues, service providers, or stakeholders;
- Previous experience as a volunteer and/or experience of another culture (i.e., studies, volunteer work, internship) would be highly regarded.

Skills in:
- Administrative, organizational, and logistical support, with strong attention to detail and the ability to follow up on multiple tasks;
- Good planning, coordination, and time-management skills;
- Use of Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook;
- Preparation and maintenance of administrative records, trackers, schedules, and supporting documentation;
- Good written and verbal communication skills and ability to work effectively as part of a multicultural team;
- Ability to organize meetings, workshops, trainings, and other events and support related logistical arrangements.

Competencies and values

• Accountability
• Adaptability and Flexibility
• Building Trust
• Client Orientation
• Commitment and Motivation
• Commitment to Continuous Learning
• Communication
• Creativity
• Empowering Others
• Ethics and Values
• Integrity
• Judgement and Decision-making
• Knowledge Sharing
• Leadership
• Managing Performance
• Planning and Organizing
• Professionalism
• Respect for Diversity
• Self-Management
• Technological Awareness
• Vision
• Working in Teams

Living conditions

Fiji is a Pacific Island country with a tropical climate and a diverse, multicultural population. The duty station, Suva, is the capital and one of the main administrative and commercial centres of Fiji. Essential services, supermarkets, restaurants, banking facilities, medical services, schools and recreational facilities are widely available. A range of furnished accommodation is available, although rental costs vary depending on location, size and housing standards.

Public transportation, including buses and taxis, is readily available in Suva, while private vehicles are also commonly used for day-to-day travel. Internet and mobile services are generally accessible, although connectivity may occasionally be affected by weather or local infrastructure conditions. English is widely spoken and is commonly used in professional and official settings, alongside iTaukei and Fiji Hindi.

Suva has a warm, humid tropical climate throughout the year and experiences relatively high rainfall, particularly during the wetter months. Fiji is also located in a tropical cyclone-prone region, particularly during the cyclone season from approximately November to April. Suva offers a dynamic working and living environment, with a significant presence of government institutions, regional organizations, United Nations agencies, development partners and international organizations, providing the UN Volunteer with opportunities to experience Pacific culture and work in a diverse international development setting.

Full eligibility requirements, conditions of service and application instructions are available on the official UNV platform.