Administrative & Operations Assistant, LSC-5, Bridgetown, Barbados

This position 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 UNITED NATIONS POPULATION FUND

Sub-regional Office for the Caribbean invites applications from suitably qualified applicants residing in Suriname.  

JOB ID: 32275

CLOSING DATE: Sunday, March 15, 2026

JOB TITLE: Administrative & Operations Assistant, LSC-5, Bridgetown, Barbados

GRADE: LSC-5

VACANCY TYPE: Non-rotational

DUTY STATION: Bridgetown, Barbados

DURATION: Approximately nine (9) months

ORGANIZATIONAL UNIT: UNFPA Sub-regional Office for the Caribbean for the English and Dutch Speaking Caribbean  

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.

Scope of work/Main tasks and responsibilities, et al

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 Quantum ERP 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:

• Exemplifying integrity, 
• Demonstrating commitment to UNFPA and the UN system, 
• Embracing cultural diversity, 
• Embracing change

Core Competencies: 

• Achieving results
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Logistical support
• Managing data, documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multitasking
• Job knowledge/technical expertise