Administrative & Operations Assistant, LSC-5, Bridgetown, Barbados
United Nations Population Fund (UNFPA)
Full-time How you can make a difference:
UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards and who will defend them courageously and with full conviction.
UNFPA is seeking candidates who transform, inspire, and deliver high-impact and sustained results and ensure effective external relations, communications, and partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.
Job Purpose:
The Administrative & Operations Assistant will provide support to ensure that the business processes are followed in the processing of financial transactions related to office management and operations. He/she is instrumental in facilitating administrative support and office management/operations using and developing appropriate mechanisms and systems - particularly Quantum ERP- and ensuring compliance with established procedures.
The incumbent will furthermore implement and support the adherence and monitoring of UNFPA internal remote audit recommendations, and has the responsibility to safekeep and reconcile assets.
You would be responsible for:
● Contributes to the substantive programmatic and logistical support for UNFPA programmatic interventions, workshops, capacity building activities, commemoration of
International Days, review meetings with stakeholders, advocacy and public information events, and other initiatives, including those within the joint UN framework.
● Support the timely and efficient support to office financial and administration tasks including payment of vouchers, bills, travel tickets, per diem for meeting participants,
consultancies, procurement of goods and services and other related processes.
● Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies, maintaining up-to-date inventory and records and
the appropriate common premises related activities. Ensure business continuation in accordance with approved AWP, through program and financial assistance in accordance
with PPM. Implement and provide support for adherence, monitoring and follow up of audit recommendations.
● Works in close collaboration with SROC, implementing and cooperating with UN, government, civil society partners, relevant humanitarian agencies, stakeholders and field
staff to coordinate logistics and supply chain management support for UNFPA operations including in emergencies.
● Ensures timely and effective procurement and management of UNFPA commodities and supplies at all levels, including delivery, transportation, storage, distribution, inventory and reporting of all UNFPA goods. Undertakes field monitoring visits to warehouses to ensure proper storage, distribution and utilization of emergency supplies.
● Supports the establishment of IP agreements with partners for implementation of UNFPA work plans and LTAs. Provides support in projecting future needs (forecasting) for
prepositioning supplies and identifying gaps in the logistics pipeline, providing inputs on how to strengthen the logistics chain. Additionally, supports the management of cash transfers and reporting by Implementing Partners.
● Assists in capacity building, training and guiding of UNFPA stakeholders, including on the use of QuantumERP in managing budgets and generating reports and PSEA
obligations.
● Liaises with stakeholders in the SROC in the fulfillment of daily administrative tasks and to advance the programme and mandate of UNFPA including with governments, regional institutions, civil society organizations including but not limited to FBOs, female and youth-led organizations and others. Provision of support to UNFPA Offices in other Caribbean countries is expected as well.
● Assist with managing cash transfers to Implementing Partners and timely reporting of advances, capacity building of IP on financial, management
● Assist with HACT Assurances activities of implementing Partner and required follow up actions from the assurance activities.
● Assists the Liaison Officer in compiling data relevant for resource mobilization, and the conduct of advocacy and policy support activities, establishing and implementing
mechanisms to systematically assess the achievement of results, participating in review meetings and evaluation missions and preparing regular inputs to status and progress
reports, including analysis of data from Quantum ERP.
● Supports advocacy and resource mobilization efforts of the Sub-regional Office by compiling and synthesizing relevant background material for use in discussions and
public events. Assists in establishing and maintaining networks of donor and public information contacts and provides assistance in organizing and conducting donor
meetings. Supports posting of relevant material on social media pages as per internal communication mechanisms.
● Monitors and tracks financial activities related to the implementation of UNFPA work plans under each chart of accounts for the Barbados and OECS Liaison Office. Ensures
accurate budget management by regularly reviewing expenditures, reconciling financial transactions, and providing timely updates on budget status.
● Supports the preparation of financial reports and contributes to the effective allocation of resources by identifying potential overspending or underspending. Collaborates closely with the SROC finance team to ensure compliance with UNFPA financial regulations and assists in forecasting budget needs for future programmatic interventions.
● Carry out any other duties as may be required by UNFPA leadership.
Qualifications and Experience
Education:
● Completed secondary level education required. First level university degree preferred.
Knowledge and Experience:
● Minimum of 5 years previous experience in secretarial, financial and administrative functions;
● Some experience in research assistance;
● Previous experience in the UN an advantage, and knowledge of protocol;
● Previous experience with Quantum ERP system is an advantage
● Prior experience with the UN ALL platform is an advantage
● Strong interpersonal and organizational skills;
● Computer literacy - Word, Excel, Power-point, etc., experience with software applications and interactive virtual meeting platforms allowing effective and efficient team work, and good knowledge of social media platforms;
● Good writing and communication skills.
● Initiative, sound judgment, strong interest in development work, especially the mission of the United Nations Population Fund and dedication to the principles of the United
Nations.
Languages:
● Fluency in English is required (reading, writing, speaking). Working knowledge of another local or official UN language is desirable.
Required Competencies:
Values:
Core Competencies:
Functional Competencies:
Compensation and Benefits:
This position offers an attractive remuneration package including leave days, health insurance and additional remuneration for pensions and social security obligations.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
Disclaimer:
Selection and engagement of LSC personnel may be subject to background and reference checks, medical clearance and other administrative requirements.
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or selection process and does not concern itself with information on applicants' bank accounts.
