Administration and Liaison Support Officer, SPREP Fiji Office (For Nationals and Permanent Residents of Fiji Only)

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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: • Coordinate and assist with the management and administration of SPREP core activities through the SPREP Fiji Office • Provide a liaison function between SPREP and Fiji-based Members and Partners

Outcomes

Organisational Stakeholders
1. SPREP Fiji Office management coordination
Coordinate the management of the SPREP Fiji office and oversee all essential functions, including maintenance and administrative support. Prepare and manage the budget for the SPREP Fiji Office and ensure compliance with SPREP’s financial management procedures and relevant policies Assist and support the SPREP Director BCP and Fiji Office in managing the SPREP Fiji Office Provide regular reports on the operations of the SPREP Fiji Office including areas for improvement Manage the lease agreement with the Fiji Met Office Provide logistical support for onboarding and offboarding staff in Suva, and assist with required documentations Support the SPREP Director BCP and Fiji Office at key meetings and relevant events
2. Liaison with SPREP Fiji-based Members and Partners
Compile and maintain a list of SPREP Fiji-based Members and Partners Act as focal point for coordinating contact with SPREP Fiji-based Members and Partners Schedule, coordinate, and facilitate meetings, visits, events, and official activities involving the Executive, SLT, and SPREP staff. Maintain effective communication with members, partners, government agencies, and stakeholders. Coordinate and follow up with the Government of Fiji on SPREP official correspondence and administrative matters. Assist in organising SPREP meetings and events involving SPREP Fiji-based Members and Partners Establish and maintain good relations and network with SPREP Fiji-based Members and Partners
3. Logistical, administrative and secretariat support
Coordinate and organise logistics, transportation, and accommodation for official visits by the Executive, SLT, staff, and project partners. Accompany the SPREP Exec and SLT to official meetings in Fiji and provide administrative and secretariat support. Undertake administrative tasks such as official correspondence, document management, and follow-ups. Liaise and work closely with SPREP HRA Department, Finance Department and relevant SPREP Departments on administrative, financial, and operational matters for the Fiji Office involving taxation, national provident fund, occupational health & safety and permits and similar works. Manage and administer all SPREP assets under the SPREP Fiji Office including equipment, IT, vehicle, furniture, and others in line with relevant SPREP policies.
4. Communication and visibility
Liaise with and work closely with the SPREP Communications team on official communications and visibility of SPREP activities in Fiji Coordinate and organise communication and promotional activities of the SPREP Fiji Office

Responsibilities - Critical Competencies

Competence	Description
Business
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Customer
Organisational Values	Display the organisation's image and value standards.
Social and Cultural Awareness	Respond respectfully and effectively to people of different cultural and social backgrounds.
People
Innovation	Use original and creative thinking to make improvements and/or develop and initiate new approaches.
Self-Management	Manage your priorities and objectives efficiently and effectively

Qualifications

Qualification	Discipline	Notes
Preferred
Doctoral Degree	Office Management, Business Administration or a related field.

Work Knowledge and Experience

1. Minimum qualifications of a Bachelor degree in Office Management, Business Administration or a related field.
2. At least three years relevant experience in administration support, office management, logistical support in a similar capacity in a medium to large organisation.
3. Excellent office management, coordination, organisational, secretarial and communications and public relations skills and networking with internal and external stakeholders.
4. Demonstrated ability to do research, be proactive and keep ahead with office management trends and work with minimal supervision.
5. Demonstrated experience to work with high-level Executives, Senior Leadership Team and Staff with excellent written and verbal communication skills including high level of presentation and inter-personal skills.
6. Demonstrated experience in working within a multi-disciplinary and multi-cultural team environment with a demonstrated ability to motivate teams and establish and implement work plans objectives, including strong coordination and facilitation skills amongst key partners and member countries.
7. Ability to work with integrity and maintain confidentiality with a demonstrated level of diplomacy and tact.

Interactions

Interaction	Comments
Internal
SPEP Executive.	Advice and support
Senior Leadership Team.	Programme work and collaboration
SPREP Programmes and Departments.	Reporting
External
Crop agencies.	Liaison
Government Ministries, Donors and Partners.	Operational issues
Member countries.	Advice and assistance

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