The Permanent Mission of Samoa to the UN and other international organisations in Geneva; and the Embassy of Samoa to Switzerland, is looking to employ a multitasked individual to support the work of the Mission in promoting the interests of Samoa and contributing to the bilateral and multilateral work in Geneva.

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

Profile, Skills and Abilities

• Commercial or Administration Diploma
• Fluent in English and French spoken and written
• Good knowledge of standard software applications (Word, Excel, PowerPoint)
• Good knowledge of basic accounting/book-keeping
• Good knowledge of local Swiss and Geneva administrative and legal requirements
• Valid driver’s license
• At least 5 years of relevant professional work experience in a similar position including diplomatic protocols and procedures with the Swiss Mission, foreign embassies and international organisations based in Geneva, Rome, Paris and other European cities
• Ability to multitask
• Good organisational and planning skills to fulfill tasks adequately, set priorities and meet deadlines
• Excellent 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

Expected Responsibilities include:

• i. Provide overall secretarial and personal assistant functions to the PR, staff, technical experts on assignments and visiting delegations from Samoa;
• 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 stay in Geneva of visiting delegations from Samoa including in securing accommodation, local transport arrangements and in 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. Maintenance and operation of office vehicle(s) for the transport of authorised personnel and all transport needs of the mission;
• x. Ensure that all vehicles comply with the Minimum Operating Security Standards (MOSS); and all rules and regulations in relation to the Federal Roads Office (FEDRO)
• xi. Must be able to work flexible hours and to perform other duties as assigned by the Head of Mission.

For further information or submission of expression of interest, please send your letter of motivation / application and CV by email to samoageneva@mfat.gov.ws. Expected start in September 2023. Closing date for applications is Thursday 31 August 2023.

Administration Officer_Applicant Information Package