The Administrative Officer is expected to provide overall secretarial, administrative, transport, and personal/executive assistant functions to the Permanent Representative (PR) and support to staff members. As needed, the position will be required to provide support to technical experts on assignments, interns, and visiting delegations.

KEY RESPONSIBILITIES:

• i. Provide overall secretarial and personal/executive assistant functions to the PR; administrative support for mission staff, technical experts on assignments and visiting delegations from Samoa, as directed
• ii. Maintain the Mission / Embassy calendar of events [United Nations Office in Geneva and relevant UN institutions, World Trade Organisation (WTO), Pacific permanent missions, meetings of the Africa Caribbean Pacific (ACP) Group, the Small Island Developing States (SIDS), bilateral relations with Switzerland and Samoa’s key development partners, consular work, UNESCO in Paris and FAO in Rome; and other relevant UN institutions in Europe (Vienna)]
• iii. Facilitate and maintain communication with contact persons of key stakeholders in ii.; and maintain an updated list of contacts
• iv. Provide administration of the financial and book-keeping services of the mission including payment of rent and bills and the preparation and submission of the monthly financial reports to capital
• v. Maintain an updated asset register for the mission, ensure furniture and equipment are kept in a safe environment, and maintain proper filing systems on office administration and financial issues as well as staff sick leave, annual leave, and home leave
• vi. Translate documents (French / English) and facilitate communication
• vii. Provide assistance to facilitate the stay in Geneva of visiting delegations from Samoa including securing accommodation, local transport arrangements, and providing general information on living in Geneva
• viii. Maintain close and good relations with the Commonwealth Small States Office (CSSO) in the upkeep of office and shared facilities
• ix. Must be able to work flexible hours and perform other duties as assigned by the Head of Mission.

KNOWLEDGE, EXPERIENCE, AND QUALIFICATIONS REQUIRED:

• Fluent in English and French spoken and written
• Good knowledge of local Swiss and Geneva administrative and legal requirements
• Extensive previous driving experience including at executive level
• Valid driver’s license
• At least 5 years of relevant professional work experience in a similar position
• A very good geographical knowledge of the region and ability to use GPS/online maps
• Ability to multitask
• Excellent punctuality and time management and flexibility to work beyond normal working hours
• Flexible, sense of initiative and ownership, minimal supervision and ability to work in a multi-cultural environment
• Reliable, show strong attention to detail and a focus on quality
• Good team spirit with excellent verbal, written, and interpersonal skills
• Ability to handle sensitive information with strict confidentiality

Information package could be provided to upon request via samoageneva@mfat.gov.ws.

Interested applicants are to submit a Cover letter addressed to Ambassador Nella Tavita-Levy and curriculum vitae to samoageneva@mfat.gov.ws by COB Friday 31 January 2025.