Consultant-Administrative and Finance Support

The consultant will provide secretarial, administrative, finance and project implementation support to the Education Programme Team in the Pacific region for a six-month period. The role supports programme operations including coordination, financial documentation, records management, and meeting documentation to ensure timely delivery of education projects.

Responsibilities

• Maintain an organised implementation calendar or progress tracker of programme activities, deadlines, visits and meetings, updating it regularly.
• Assist with logistical arrangements for meetings, workshops and other events including venue coordination, attendance lists, materials and refreshments.
• Support staff travel arrangements including obtaining travel quotes, preparing travel cost analysis, compiling travel documentation and following up on ticketing.
• Maintain contact lists, office supplies records and basic inventory updates under supervision.
• Organize finance documentation including invoices, receipts, payment records and supporting documents for financial transactions.
• Support vendor registration processes by collecting required documents and processing registrations in line with UNESCO procedures.
• Assist with initiating contracting processes by compiling draft Terms of Reference, supporting documents, budget information, approvals and vendor details.
• Support workshop financial acquittals by compiling invoices, receipts, attendance records, signed payment sheets and ensuring documentation is complete and properly filed.
• Prepare documentation related to workshop financial processes such as transport allowance payouts and summary reports.
• Coordinate with Ministry of Education finance sector for timely follow-up on financial documentation and payment processes.
• Coordinate project meetings including scheduling, preparing agendas, compiling materials, taking notes and maintaining attendance records.
• Coordinate logistics for project events, workshops and trainings including participant registration, venue and catering arrangements, obtaining quotations and preparing payment documentation.
• Assist with basic data collection, organization and analysis to support project monitoring and implementation tracking.
• Support preparation of project implementation updates, progress notes and reporting inputs by compiling information and formatting documents within agreed timelines.

Requirements

• Completed High School and/or Technical diploma in Commerce, accounting, finance, administration, management or a related field.
• No extensive professional experience is required.
• Internship, volunteer work, community service, student leadership, part-time work or any practical exposure to office administration, finance, records management, events or communications would be an advantage.
• The candidate should be eager to learn, reliable, respectful, able to follow instructions, and willing to grow professionally within a multicultural UN working environment.
• Good written and spoken English is required.
• Knowledge of Samoan language would be an asset.

Skills

• Office Management
• Financial Documentation
• Records Management Projects
• Project Implementation Support
• Meeting Documentation
• Programme Coordination
• Secretarial Support
• Basic Accounting
• Finance Support
• Event Coordination

Languages

English, Samoan