Senior Administrative Assistant (Apia, Samoa) contract

Post Number : 4WSADM0716RP

Grade : G-6

Parent Sector : Sector For Administration and Management (ADM)

Duty Station: Apia

Job Family: Administration

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 12-MAY-2025 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

(Only candidates who are entitled to work in Samoa may apply to this position)

Under the overall authority of the Director of the Regional Office in the Pacific, based in Apia, and the direct supervision of the Finance and Administrative Officer, the incumbent provides high-level administrative and support services in a range of specialized areas and plays a lead role within the unit in ensuring application and compliance with the rules, regulations, policies and practices in place. Specifically, the incumbent shall:

GENERAL ACCOUNTABILITIES

• Act as certifying officer up to an authorized level delegated by the Chief Financial Officer;
• Provide guidance and interpretation on administrative rules, regulations and procedures; 
• Advise on operational and technical routine transactions; 
• Recommend process and system related modifications and improvements to support successful administration and financial monitoring and control;
• Interpret provisions and provide guidance on complex and non-recurring issues;
• May supervise activities related to office maintenance, security, transport and similar services.

FINANCE ACCOUNTABILITIES

• Ensure that the Office’s financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning; schedule payments and disbursement of funds;
• Ensure accurate and timely processing of assigned accounts, developing budget estimates and monitoring expenditures, participating and advising in the preparation of financial statements and budgets; 
• Assist in the preparation and coordination of financial activities under Regular Programme funds and Voluntary Contributions.
• Compile and consolidate data from various sources into financial statements, prepare worksheets.
• Monitor expenditures, review payments and reconcile accounts.
• Investigate  anomalies and erroneous charges and take corrective action. 
• Provide assistance and guidance to undertake coding and data entry task and to extract information, to run reports.

BUDGET ACCOUNTABILITIES

• Prepare and communicate on budget reports;
• Assist and advise on planning and budgeting and recommend modifications;
• Prepare budget proposals and cost estimates and ensure that data is correct;
• Identify irregularities and undertake transactions to correct errors/omissions.

HUMAN RESOURCES ACCOUNTABILITIES

• Handle non-routine or complex cases, prepare associated documents/ correspondence for personnel actions; 
• Follow-up on HR actions and maintain the database;
• Issue non-staff contracts, advise on recruitment process and entitlements;
• Liaise with UNESCO central services at headquarters, as necessary.

LOGISTICS ACCOUNTABILITIES

• Procurement: research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market.  
• Review contractual documents (TOR, budget, contract nature and type). 
• Resolve issues/ problems related to delivered goods. 
• Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the assigned Sector on invoicing and payment issues.  
• Arrange for control and distribution of inventory records.
• Security: Ensures compliance of staff with security travel requirements and monitor completion of mandatory security trainings.

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• Minimum 8 years of relevant professional experience in administration, finance, accounting, or audit.

Skills and competencies

• Excellent analytical skills and capacity to make sound judgements.
• Experience in elaborating reports to monitor budget implementation and analyzing financial information.
• Proven experience in problem solving in the field of Human Resources, finance and budget.
• Ability to provide quality and timely support and services.
• Ability to deal with confidential matters with tact and discretion.
• Ability to build effective working relationships with a variety of internal and external partners.
• Ability to work in a multicultural environment and to establish good working relationships.
• Ability to take initiative and seek innovative ways to improve results.
• Excellent IT skills with proficiency in the use of MS Office (Word, Excel, PowerPoint, etc.). 

Languages

• Excellent knowledge (oral and written) of English.

Education

• Technical Diploma or Bachelor’s Degree in the field of Finance, Business Administration, Accounting, or related discipline. 

Experience

• Experience in the field of human resources.
• Relevant work experience within an international organisation and/or the UN System.

Skills and competencies 

• Knowledge of ERP systems.
• Knowledge of risk management systems.
• Knowledge of contract management.
• Knowledge of accounting principles and internal control systems.

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 40, 580 in TALA.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.