Senior Administrative Assistant

Job Posting Organization:
UNESCO, the United Nations Educational, Scientific and Cultural Organization, was established in 1945 with the mission to contribute to peace and security" style="border-bottom: 1px dotted #007bff !important;">security by promoting international collaboration through educational, scientific, and cultural reforms. With a presence in over 190 countries, UNESCO aims to foster dialogue among civilizations, cultures, and peoples, based on shared respect for humanity's values and cultural diversity. The organization employs thousands of individuals worldwide, working towards sustainable development and the promotion of education for all.

Job Overview:
The Senior Administrative Assistant position at UNESCO is a critical role that provides high-level administrative support within the Regional Office in the Pacific, located in Apia, Samoa. The incumbent will work under the overall authority of the Director and the direct supervision of the Finance and Administrative Officer. This role encompasses a wide range of specialized administrative functions, ensuring compliance with organizational rules, regulations, and policies. The Senior Administrative Assistant will be responsible for managing various administrative tasks, including financial monitoring, human resources management, and logistical support, thereby playing a pivotal role in the efficient operation of the office. The position requires a proactive approach to problem-solving and the ability to handle complex administrative issues while maintaining a high level of professionalism and confidentiality.

Duties and Responsibilities:
The duties and responsibilities of the Senior Administrative Assistant include acting as a certifying officer for financial transactions, providing guidance on administrative rules and procedures, and advising on operational transactions. The incumbent will ensure proper accounting of financial resources, schedule payments, and assist in preparing financial statements and budgets. Additionally, the role involves handling human resources actions, preparing documents for personnel actions, and liaising with UNESCO's central services. The Senior Administrative Assistant will also be responsible for procurement activities, ensuring compliance with security requirements, and maintaining inventory records. The position requires excellent communication skills, the ability to work collaboratively in a multicultural environment, and a commitment to continuous improvement and innovation in administrative processes.

Required Qualifications:
Candidates must possess a completed secondary, technical, or vocational education. A minimum of 8 years of relevant professional experience in administration, finance, accounting, or audit is required. The ideal candidate will have excellent analytical skills, experience in budget monitoring, and the ability to handle confidential matters with discretion. Strong IT skills, particularly in MS Office applications, are essential, along with the ability to build effective working relationships with diverse stakeholders.

Educational Background:
While a completed secondary education is mandatory, candidates with a Technical Diploma or Bachelor's Degree in Finance, Business Administration, Accounting, or a related discipline are preferred. This educational background will provide the necessary foundation for understanding the complexities of financial management and administrative processes within an international organization.

Experience:
The position requires a minimum of 8 years of relevant professional experience. Candidates with experience in human resources, particularly within an international organization or the UN system, will be given preference. This experience should demonstrate the ability to manage complex administrative tasks and provide high-quality support in a fast-paced environment.

Languages:
Excellent knowledge of English, both oral and written, is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing communication capabilities within the diverse UNESCO environment.

Additional Notes:
The position is a fixed-term contract for a duration of 2 years, with the possibility of renewal. It is open to both internal and external candidates, but only those entitled to work in Samoa may apply. The approximate annual starting salary for this role is 40,580 TALA, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. UNESCO emphasizes the importance of diversity and encourages applications from candidates of various backgrounds, including those from under-represented Member States, minority groups, indigenous groups, and persons with disabilities. The recruitment process will involve an online application, and selected candidates will undergo reference checks.