Project Overview And Role The Tautua Program prioritises five interconnected pillars of human development: Education, Health, Gender Equality, Disability, and Social Protection. Guided by the Government of Samoa, Tautua provides an opportunity to create transformative change in human development by addressing complex development needs through multi-sectoral, innovative approaches that identify and focus on the underlying issues. Simultaneously, Tautua intends to be able to respond to emergency, and short-term needs, build capacity, and through research, monitoring, and evaluation apply lessons learned and evidence-based decision-making to continuously improve delivery. The goal for Tautua is 'improved health, education, gender equality and social outcomes, and social harmony for all Samoans'. The Finance and Administration Officer is responsible for providing support for the delivery of financial, administrative, operational and logistical services required for the Tautua program. Duration / Term Full time until 15 November 2025 Location Apia, Samoa - Locally Engaged Role Travel Not required Reporting to Senior Finance Coordinator Primary Duties And Responsibilities This position is responsible for supporting the efficient operations of the program finance systems and providing support in the day-to-day management of the office. Required tasks include (but are not restricted to) the following activities: 2. Project Administration 3. Operations 4. Human Resources and Payroll 5. Office Administration Support and Logistics 6. Other Duties 3. Operations 4. Human Resources and Payroll 5. Office Administration Support and Logistics 6. Other Duties Financial Management Maintain an efficient and organized financial filing system adhering to established financial records management standards. Ensure and verify proper and accurate coding and accounting treatment of all financial transactions, in consultation with the Senior Finance Coordinator and Operations Manager. Manage the petty cash function ensuring procedures are followed and documentation is in order. Prepare cashbooks and bank reconciliations. Verify and support the Payment Approval Form (PAF) and ensure all corresponding documents are submitted with the PAF. Support the monitoring of expenditure against budgets and forecasts and provide status reports to the Senior Finance Coordinator on a regular basis. Assist the Technical team with procurement requests and quotations. Assist with the processing of payments of reimbursable items for program staff ensuring proper approvals and reimbursement procedures. Support the Senior Finance Coordinator and the Palladium corporate team to ensure company policies, SOPs and guidelines for financial management are implemented and are compliant with DFAT's rules and regulations. Support the Finance & Administration Manager and Palladium Manager to monitor all of Tautua program expenditure costs. Assist the Senior Finance Coordinator with tendering and procurement activities. Assist with the quality assurance and compliance of day-to-day contracts with external contractors, contractors' invoices, reception of goods and process payments. Assist the Senior Finance Coordinator in completing DFAT's PERFORMS reporting . Maintain and update the Asset Register for the program . Ensure full compliance with policies and processes and ensure that all records are managed as outlined in Tautua's Procedures Manual. Assist the Operations Manager with scheduling and reminders to ensure maintenance and ad hoc repairs are conducted on office assets (e.g. photocopier) and vehicles . Monitor vehicle log monthly and ensure records are maintained. Assist the Senior Finance Coordinator to process salary payments for locally engaged staff and National Advisers, including managing the tax and superannuation withholding requirements. Draft fortnightly payroll summaries for program staff . Assist the Operations Manager with staff onboarding and maintenance of records, including HR compass updates, payroll memos, leave management trackers and STA input trackers . Support the Operations Manager with program recruitment, including organising placement of job advertisements, scheduling of interviews, and undertaking due diligence . Monitor and ensure payment of office utilities including electricity, rent, fumigation etc. are carried out in a timely manner. Assist Senior Finance Coordinator and Operations Manager with the day-to-day office management both of the physical office environment and of corporate systems and processes. Manage t ravel logistics for program , including organisation of visas and booking of flights, hotels and transport. Provide secretariat support for internal staff or team meetings. Assist with logistical arrangements for program events and activities including meeting preparation, booking of venues, catering and other administrative support as needed. Contribute actively to a dynamic and collaborative team culture in line with organizational and team values. Assist the Senior Finance Coordinator and Operations Manager with Record Management of program records. Perform other functions that may be required by and agreed with the Senior Finance Coordinator, Operations Manager and/or Palladium's Pro gram Manager. Maintain and update the Asset Register for the program . Ensure full compliance with policies and processes and ensure that all records are managed as outlined in Tautua's Procedures Manual. Assist the Operations Manager with scheduling and reminders to ensure maintenance and ad hoc repairs are conducted on office assets (e.g. photocopier) and vehicles . Monitor vehicle log monthly and ensure records are maintained. Assist the Senior Finance Coordinator to process salary payments for locally engaged staff and National Advisers, including managing the tax and superannuation withholding requirements. Draft fortnightly payroll summaries for program staff . Assist the Operations Manager with staff onboarding and maintenance of records, including HR compass updates, payroll memos, leave management trackers and STA input trackers . Support the Operations Manager with program recruitment, including organising placement of job advertisements, scheduling of interviews, and undertaking due diligence . Monitor and ensure payment of office utilities including electricity, rent, fumigation etc. are carried out in a timely manner. Assist Senior Finance Coordinator and Operations Manager with the day-to-day office management both of the physical office environment and of corporate systems and processes. Manage t ravel logistics for program , including organisation of visas and booking of flights, hotels and transport. Provide secretariat support for internal staff or team meetings. Assist with logistical arrangements for program events and activities including meeting preparation, booking of venues, catering and other administrative support as needed. Contribute actively to a dynamic and collaborative team culture in line with organizational and team values. Assist the Senior Finance Coordinator and Operations Manager with Record Management of program records. Perform other functions that may be required by and agreed with the Senior Finance Coordinator, Operations Manager and/or Palladium's Pro gram Manager. Selection Criteria Qualifications and Experience A Diploma in Accounting , finance or related field. Minimum four years' experience in similar role. Competencies Demonstrated experience in financial , human resources management, project planning and administration; and administrative procedures and systems . Demonstrated experience working in similar roles on international donor-funded projects. Strong interpersonal, intercultural skills and customer service skills; and the ability to work effectively with individuals and teams at all levels of an organisation. An understanding of the social, cultural, political and institutional factors affecting development in Samoa including gender and disability inequalities. Demonstrated capacity for work planning and prioritisation , including the ability to implement a number of activities concurrently and support team priorities outside the roles' specific portfolio of work. Demonstrated ability to show initiative, to be adaptable and dependable. Demonstrated analytical, reporting, problem-solving and risk management skills. Demonstrated proficiency in written and spoken English. Demonstrated proficiency in MS Excel, M S Office suite of programs and data management systems. Demonstrated ability to work with a low level of supervision and as a part of a team when required. Desirable Valid driver's license How To Apply Applications must include: A written response addressing the selection criteria outlined above; An updated CV Applications close at 5pm (Samoa time) Sunday 12th May 2024. For any enquiries, please contact [HIDDEN TEXT] Company Overview About Palladium - Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people's lives. Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status. Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at [HIDDEN TEXT] and we will be in touch to discuss. Safeguarding - We define Safeguarding as 'the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm'. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.