Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Apia
Country: Samoa
Deadline Date: 02-JAN-2025

Job Details

Job Posting Organization:
The job is posted by UNESCO, the United Nations Educational, Scientific and Cultural Organization, which was established in 194

• UNESCO's mission is to contribute to peace and security" style="border-bottom: 1px dotted #007bff !important;">security by promoting international collaboration through educational, scientific, and cultural reforms. The organization operates in over 190 countries and has a workforce of approximately 2,000 employees. UNESCO aims to build peace in the minds of men and women through education, science, culture, communication, and information.

Job Overview:
The Administrative Assistant will work under the guidance of the Director of the UNESCO Office for the Pacific States and will directly report to the Programme Specialist. The role involves assisting in the implementation of both regular and extrabudgetary programs and office activities. The incumbent will be responsible for a variety of procedural, administrative, and operational tasks that support the development, implementation, and monitoring of country-level and sub-regional activities. The position requires ensuring that all activities are delivered in a timely and effective manner, adhering to UNESCO's rules and regulations. The Administrative Assistant will also be involved in the office's monitoring and evaluation work, providing necessary information for program/project development, and ensuring compliance with organizational policies.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include contributing to the development of the office's monitoring and evaluation work plan, providing information for program/project concept notes, reviewing partner proposal documents, maintaining e-files and paper files in compliance with records management policy, proficiently using digital tools for data collection and analysis, ensuring timely submission of progress reports by implementing partners, preparing notes to file and memos, taking minutes of meetings, assisting in planning and coordinating special events, preparing contracts and payment requests, maintaining financial records, and identifying operational risks. The role also involves supporting communication efforts by researching and compiling information for communications products, updating the office website and social media accounts, and liaising with media agencies.

Required Qualifications:
The position requires completion of secondary, technical, or vocational training. Candidates should have a minimum of 3 years of relevant work experience in administration or financial management at the national or sub-regional level. Experience in supporting the implementation of national or sub-regional development projects is also required. Candidates should possess good interpersonal and communication skills, organizational and planning skills, and the ability to work as part of a team. Proficiency in ICT, particularly MS Office applications, is essential.

Educational Background:
Candidates must have completed secondary education, with technical or vocational training being advantageous. Higher education in business administration or management is desirable but not mandatory.

Experience:
The role requires a minimum of 3 years of relevant work experience in administration or financial management. Experience within the United Nations System or in an international organization is considered an asset.

Languages:
Excellent knowledge of English and Samoan is mandatory. Knowledge of another language from the Pacific Region is considered desirable.

Additional Notes:
The position is a fixed-term contract for a duration of 2 years, which is renewable. It is open to both internal and external candidates, but only nationals of Samoa or those with a legal right to live and work in Samoa can apply. The approximate annual starting salary for this position is 23,547 TALA, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. The selection process may involve tests and assessments, and communication technologies will be used for candidate evaluation.