Finance & Administrative Officer, Apia, Samoa

## Finance & Administrative Officer, Apia, Samoa - Organization:UNESCO - United Nations Educational, Scientific and Cultural Organization - Office:UNESCO Office in Apia Position Number: 4WSADM0006RP Parent Sector: Sector For Administration and Management (ADM) Job Family: Administration Contract Type: Fixed Term Duration of contract: 2 years, renewable Recruitment open to: Internal and external candidates Application deadline (Midnight Paris Time): 12/10/2026 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ORGANIZATIONAL CONTEXT The Finance and Administrative Officer is responsible for providing a range of administrative management support activities to the UNESCO Office. S/he reports directly to the Director of the Office with a functional reporting line to the Assistant Director-General for Administration (ADG/ADM). On matters of financial internal control, s/he receives a delegated authority from the Director of Finance as certifying officer. S/he will receive policy guidance/ instructions from the bureaus of the Sector for Administration and Management, the Division of Financial Services, the Bureau of Strategic Planning and Programme Sector ADGs on their respective areas of responsibilities. S/he will be assisted in the discharge of his/her duties by the Administrative Support Section. OVERVIEW OF THE FUNCTIONS OF THE POST Under the overall authority of the Director of the UNESCO Office, the incumbent provides advice and operational oversight on administration, finance, human resources, logistics, premises and security matters for the Office and its Antennas, ensuring full compliance with UNESCO's rules, regulations and the Host Country Agreement. S/he contributes to the effective budget planning and monitoring, sound financial management, robust internal controls and proper accounting of resources, while advising managers on budgetary policies and supporting capacity development. The incumbent manages day-to-day HR matters, provides guidance to staff, and ensures alignment with UNESCO and UN system-wide frameworks. In addition, s/he oversees procurement, asset management and premises, liaises with host country authorities, contributes to inter-agency coordination through the UN Country Team's Organizational Management Team, and serves as the focal point for safety and security, ensuring compliance with UN security policies and close coordination with relevant officials. KEY ROLE AND RESPONSIBILITIES General Accountabilities - Advise and support the Director of the UNESCO Office on all administration, budget, financial, human resources, logistics, premises-related and security matters. - Ensure compliance with UNESCO policies, rules, regulations and procedures in terms of financial and human resources, as well as with provisions of Host Country Agreement. - Maintain proper inventory, filing and recording systems. - Ensure that the assets of the organization are safeguarded at all times, ensure supervision and insurance of premises, equipment, furniture and vehicles and its maintenance. - Represent the UNESCO Office and its Antennas in the Organizational Management Team (OMT) set by the UN Country Team (UNCT) to advise on administration, budget, financial, human resources (HR), premises-related and security matters. - Liaise with the host country authorities on logistical matters and contributions to operations as per Host Country Agreement. - Assist and advise the Director of the UNESCO Office in the negotiation of lease agreements as applicable. - Ensure procurement of equipment and supplies are in line with rules and procedures. Financial and Budgetary Accountabilities - Advise the Director of the UNESCO Office in budget preparation. - Monitor execution of Regular Budget and voluntary contributions and ensure appropriate budgetary control. - Ensure that managers within the UNESCO Office and its Antennas are aware of budgetary principles, methodologies, rules and procedures and facilitate their training when required. - Liaise with UNESCO's central services on budgetary and financial issues relating to harmonization and alignment within the UN system, seeking clearance on those which may affect UNESCO's current rules and procedures. - Ensure the UNESCO Office and Antennas' financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning. - Act as Certifying Officer ensuring that financial transactions are in compliance with regulations, rules, policies and procedures. - ln line with the Organization's policies and procedures, set up proper accounting procedures and internal control systems. - Ensure efficient local banking arrangements and compliance with local financial and banking regulations and UNESCO policy. Human Resources Management - Advise the Director of the UNESCO Office on staff related matters. - Provide explanations to staff on their rights and duties, related administrative steps and procedures, and assist them in matters involving personnel management problems. - Administer day to day HR issues within the UNESCO Office and its Antennas and ensure appropriate and timely follow-up with the relevant Programme Sectors and central services. - Liaise with HRM on all issues relating to local UN harmonization and alignment of human resources management, seeking clearance on those which may affect UNESCO's current rules and procedures. - Assist the he Director of the UNESCO Office in ensuring compliance with prevailing UN Common security policies, procedures and standards. - Act as the UNESCO Office's Focal Point for the safety and security of the UNESCO personnel and the UNESCO premises in the host country. - Collaborate with the Designated Official for Security and with the UNDSS Chief Security Advisor on all security ­related issues. COMPETENCIES - Core (C) & Managerial (M) - Knowledge sharing and continuous improvement (C) - Planning and organizing (C) For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS - Advanced university degree (Master's or equivalent) in the field of Finance, Business Administration, Accounting, or closely related field(s). - Minimum 4 years of relevant professional experience in administration, finance, accounting or related areas, of which preferably at least 2 years at the international level. SKILLS AND COMPETENCIES - Strong analytical and organizational skills, with the ability to identify issues and propose practical, solution-oriented recommendations. - Proven ability to manage and prioritize a wide range of administrative, financial and human resources functions, with attention to detail and quality of outputs. - Experience in supervising and guiding staff and coordinating workflows in a multicultural and resource-constrained environment. - Sound knowledge and practical experience in financial management, budgeting, procurement and implementation of internal control systems. - Demonstrated resilience and adaptability, with the ability to manage competing priorities and maintain continuity of operations in a challenging contexts. - Ability to address both routine and non-routine issues in human resources, finance and administration with initiative and sound judgement. - Strong communication skills, including the ability to communicate clearly and effectively and to apply tact and diplomacy in dealing with a wide range of stakeholders. - Service-oriented approach, with the ability to provide timely and reliable support to managers and staff. - Ability to work effectively in a multicultural environment and to build and maintain constructive working relationships with internal and external partners, including within the UN system and with host country authorities. - Capacity to take initiative and contribute to improving administrative processes and systems. - Good IT skills, including proficiency in ERP systems and administrative, fin