Senior Finance and Administration Officer - Pacific Ocean Initiative (SFAO-POI)

---

Job Description

The Secretariat of the Pacific Region Environment Programme (SPREP) is the regional organisation established by the Governments and Administrations of the Pacific charged with protecting and managing the environment and natural resources of the Pacific. The head office is based in Apia, Samoa with other SPREP offices in Fiji, the Republic of the Marshalls Islands, Solomon Islands and Vanuatu. SPREP has around 160 staff and has an annual budget of approximately USD51 million in 2026. The establishment of SPREP in 1993 sends a clear signal to the global community of the deep commitment of Pacific Island Governments and Administrations for better management of the environment within the context of sustainable development. The strategic direction for SPREP is clearly set out in the 2017-2026 SPREP Strategic Plan. The Plan outlines the mandate, vision and programmes for the organisation, and places strong emphasis on effective delivery of services to SPREP Member countries and territories.

This job exists to - Lead the financial and administration functions of the project.

Outcomes

Organisational Stakeholders
1. Budget development and management
Develop annual consolidated budget and monitor the overall spending in consultation with the Project Manager, SPREP Departments (Finance, HR and Admnitration, Communications and Outreach) and SPC. Develop, maintain and monitor the project’s budget in consultation with the Project Manager and relevant SPREP Departments (Finance, HR and Administration, Communications and Outreach). Ensure spending does not exceed allocated budgets Monitor the status of the project funds and ensure replenishment is timely and meets the General and Special Conditions under the project’s Financing Agreement.
2. Procurement Management
Develop, monitor and update the overall procurement plan for the project in line with the General Conditions and the Financing Agreement and in consultation with the Project Manager, relevant SPREP Departments (Finance and Administration) and SPC. Ensure that procurement of required goods and services comply with the General Conditions and the Special Conditions of the Financing Agreement, SPREP Financial Procedures Manual and SPREP’s procurement policies for SPREP activities. Prepare all relevant documentation to enable procurement and supply of goods and services required to enable delivery of SPREP activities in consultation with the Finance and Administration Department. Monitor the contracts and agreements for the supply of goods and engagement of consultants to deliver specific aspects of the project in consultation with the Project Manager and SPREP Finance Department.
3. Financial reporting, financial documentation and audit facilitation
Prepare consolidated semi-annual and annual financial reports as required by the Financing Agreement and financial component of the annual and semi-annual narrative report. Prepare annual and semi-annual financial reports on SPREP activities.   Facilitate audits and ensure that audited financial reports are readily available before the submission deadlines. Keep good records and files of all financial documents including supporting documents for all transactions related to the project. Oversee project asset management and records. Ensure all required financial records and supporting documents are submitted by SPC, delivery partners and service providers as part of their progress and financial reporting.
4. Compliance with the general and special conditions of the Financing Agreement
Ensure in-depth understanding by Project Manager, SPC and service providers of the General and Special Conditions of the Financing Agreement relevant to the financial management, narrative progress reports, audits, and direct and indirect costs criteria.  Monitor compliance with the Financing Agreement relevant to the financial management, narrative progress reports, audits and direct and indirect costs criteria.
5. Logistical, administrative and secretariat support
Organise and arrange all travel requirements of the project in line with SPREP’s Travel and Procurement Policies. Arrange and organise logistics for project meetings, visits, workshops and events to ensure all are completed and ready on time. Provide administrative and secretariat support to the project and all meetings. Set-up, maintain and update project e-filing and record keeping on a regular basis. Prepare meeting notes and reports for project specific and related meetings. Assist with the planning and implementation of Pacific Ocean Initiative events as required.
6. Project information management system (PIMS)
Compile project data and relevant information required for updating PIMS and for preparation of narrative progress reports, project implementation reports and other substantive reports as required by the donor and partners. Ensure information is correct and accurate before uploading on PIMS and assist with monitoring and tracking of project progress and delivery of outputs. Review information on PIMS and report on gaps and issues that need to be addressed.

Responsibilities - Critical Competencies

Competence	Description
Business
Risk Management	Analyse and manage risk.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Systems and Procedures	Develop and/or apply procedures to assist the organisation achieve its goals.
Information Analysis	Make informed decisions by collecting and interpreting data and information
Customer
Organisational Values	Display the organisation's image and value standards.
People
Team Orientation	Work in a team towards a common aim.
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Problem Solving	Develop practical solutions to a situation.
Self-Management	Manage your priorities and objectives efficiently and effectively
Professional
Technical Strength	Demonstrate knowledge of a specialist discipline.
Compliance	Comply with relevant laws and the policies and procedures of the organisation.
Financial Application	Apply financial principles and practices.
Mathematical Reasoning	Apply mathematical reasoning.

Qualifications

Qualification	Discipline	Notes
Preferred
Bachelor Degree	Accounting/Finance	Or relevant discipline (a certified qualification and membership from a recognised professional accounting institute would be an advantage).

Work Knowledge and Experience

1. 1. A Bachelor degree in Accounting / Finance or relevant discipline (a certified qualification and membership from a recognised professional accounting institute would be an advantage).
2. 2. At least 5 years relevant experience in project accounting/ project finance or in a similar accounting role with demonstrated experience in project fund management, preferably in the Pacific region
3. 3. Proven experience in the following: a) financial management and accounting b) financial analysis, advisory and reporting c) programme and project fund management including monitoring and evaluation, proposal and report writing d) Microsoft Office, spreadsheet applications and computerised accounting systems e) Performance Based Output Budgeting systems
4. 4. Proven experience in management and operations of procurement processes including tender work and assessment as well as appreciation of policies, systems, processes and databases
5. 5. Excellent written and verbal communication skills including high level of presentation and interpersonal skills, collaboration with donors and partners with sound experience in maintaining effective relationships with a diverse group of people within a multi-disciplinary and multi-cultural team environment
6. 6. Demonstrated knowledge of current and emerging issues and challenges in administration and financial reporting and demands of a regional project in the Pacific Islands region, as well as good understanding and appreciation of environmental ethics, values and priorities
7. 7. Shows initiative to think outside the box particularly in problem-solving, setting priorities and meeting work-plan deadlines as well as meeting challenges and demands of a regional project

Interactions

Interaction	Comments
Internal
Director Biodiversity & Conservation	Oversight, support and management
Project Manager - POI	Oversight, support and management
Finance and Procurement	Advice, support, and access to data and information
Human Resources and Administration	Collaboration and coordination
All staff
External
AFD.	Submitting financial documentation and reporting
SPC.	Accessing and consolidating financial reporting and facilitating audits
Beneficiary countries.	Advice and assistance
Delivery partners and service providers	Negotiations, communications and reporting
Regional / International organisations.	Consultations and collaboration

Apply Now