Finance & Administrative Officer
Organizational Context
The Finance and Administrative Officer is integral to the UNESCO Office in Apia, Samoa, providing comprehensive administrative management support. Reporting to the Director, with a functional link to ADG/ADM, the role involves significant financial oversight as a delegated certifying officer. Guidance is received from various central UNESCO departments, and support is provided by the Administrative Support Section, ensuring smooth office operations.
Job Purpose
Under the Director's authority, this role provides crucial advice and operational oversight for administration, finance, human resources, logistics, premises, and security for the UNESCO Office and its Antennas. The incumbent ensures strict adherence to UNESCO's rules, regulations, and the Host Country Agreement. Key contributions include effective budget planning and monitoring, sound financial management, robust internal controls, and accurate resource accounting. The position also involves advising managers on budgetary policies, supporting capacity development, managing daily HR matters, guiding staff, and overseeing procurement and asset management. Furthermore, the role entails liaising with host country authorities, contributing to inter-agency coordination, and serving as the focal point for safety and security.
Responsibilities
The Finance and Administrative Officer is accountable for advising and supporting the Director on all administrative, budgetary, financial, human resources, logistics, premises, and security matters. This includes ensuring strict compliance with UNESCO policies, rules, and regulations, and the Host Country Agreement. Responsibilities extend to maintaining inventory and filing systems, safeguarding organizational assets, and overseeing premises, equipment, and vehicles. The role involves representing the UNESCO Office in the UN Country Team's Organizational Management Team, liaising with host country authorities, and assisting in lease agreement negotiations. Procurement of goods and services must align with established rules. Financial duties include advising on budget preparation, monitoring budget execution, ensuring budgetary control, and training staff on financial principles. The officer acts as Certifying Officer, ensuring financial transactions comply with regulations, and establishes proper accounting procedures and internal controls. Human resources responsibilities involve advising on staff matters, explaining rights and duties, administering daily HR issues, and liaising with HRM for UN harmonization. The role also includes assisting the Director in ensuring compliance with UN security policies and acting as the office's security focal point.
Work Experience
A minimum of 4 years of relevant professional experience in administration, finance, or accounting is required, with at least 2 years at the international level. Experience within international organizations or UN agencies, field experience, and proficiency in SAP are desirable.
Skills
Essential skills include strong analytical and organizational abilities, with a focus on problem-solving and attention to detail. Proven capacity to manage diverse administrative, financial, and HR functions is crucial. The role requires excellent communication, diplomacy, and interpersonal skills for effective stakeholder engagement. Proficiency in financial management, budgeting, procurement, and IT systems, particularly ERP, is necessary. Adaptability, initiative, and a service-oriented approach are key to success in this role.