Senior Administrative Assistant
Organizational Context
UNESCO is committed to fostering international cooperation in education, science, and culture. The Regional Office in the Pacific, based in Apia, Samoa, plays a crucial role in implementing UNESCO's mandate across the region. This position supports the office's administrative and financial operations, ensuring efficient service delivery and compliance with organizational standards.
Job Purpose
The Senior Administrative Assistant provides high-level administrative and support services within the UNESCO Regional Office in the Pacific. The role involves ensuring the application and compliance with organizational rules, regulations, policies, and practices. The incumbent will act as a certifying officer, provide guidance on administrative procedures, and advise on operational transactions. This position also plays a key role in financial monitoring and control, budget preparation, human resources actions, and logistics, including procurement and security compliance. The aim is to support the effective functioning of the office and the successful implementation of UNESCO's programs in the Pacific region.
Responsibilities
Act as a certifying officer up to an authorized level, providing guidance and interpretation on administrative rules, regulations, and procedures. Advise on routine operational and technical transactions, recommending process and system improvements for administration and financial monitoring. Interpret provisions and offer guidance on complex or non-recurring issues. May supervise activities related to office maintenance, security, and transport. Ensure accurate financial accounting and functioning internal control systems, scheduling payments and disbursements. Process assigned accounts, develop budget estimates, monitor expenditures, and assist in preparing financial statements and budgets. Compile and consolidate financial data, prepare worksheets, monitor expenditures, review payments, and reconcile accounts. Prepare and communicate budget reports, assist in planning and budgeting, and prepare budget proposals and cost estimates. Handle non-routine or complex human resources cases, prepare associated documents, and follow up on HR actions. Issue non-staff contracts and advise on entitlements. Liaise with central UNESCO services as necessary. Manage procurement activities, research supply sources, review contractual documents, and resolve issues related to delivered goods. Arrange for control and distribution of inventory records. Ensure staff compliance with security travel requirements and monitor mandatory security training completion.
Work Experience
A minimum of 8 years of relevant professional experience in administration, finance, accounting, or audit is required. Experience in human resources and within an international organization or the UN System is desirable.
Skills
Excellent analytical skills and sound judgment are essential. Proficiency in elaborating budget implementation reports and analyzing financial information is required. Proven problem-solving abilities in Human Resources, finance, and budget are necessary. The ability to provide quality, timely support, handle confidential matters with tact, build effective working relationships, and work in a multicultural environment is crucial. Excellent IT skills, including proficiency in MS Office, are required. Knowledge of ERP systems, risk management, contract management, and accounting principles is desirable.