Project Support Officer - IKI Restoring Pacific Islands for Nature and People (For Samoan Nationals and Permanent Residents 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.

Provide financial and administrative support to IKI Restoring Pacific Islands for Nature and People Project

Outcomes

Organisational Stakeholders
1. Project management support
Provide financial analysis and information on the project financial status, budget overviews and ensure all relevant project information and financials are up to date for the preparation of financial reports in consultation with the IKI Restoring Pacific Islands for Nature and People Project Manager and SPREP Finance Project team. Compile and ensure all information are up-to-date and available for the preparation of narrative progress reports, project implementation reports and other substantive reports as required by SPREP and PRISMSS partners. Provide input into the preparation of annual project work plans and budgets. Assist with the monitoring and tracking of financial disbursements, payments, and expenditures of the project. Assist with the monitoring and tracking of project progress and delivery of outputs. Prepare necessary paperwork, process, and follow up payments for project activities. Provide secretariat support for project related meetings when required.
2. Technical support
Provide technical assistance and support in implementing IKI Restoring Pacific Islands for Nature and People Project  related activities on the ground. Undertake desktop research and analytical work as required by the IKI Restoring Pacific Islands for Nature and People Project Manager or technical leads. Assist in organising and proof-reading PowerPoint presentations and other technical reports for the IKI Restoring Pacific Islands for Nature and People Project . Assist in note taking for IKI Restoring Pacific Islands for Nature and People Project  workshops, seminars and training including official meetings with partners and stakeholders.
3. Procurement support
Ensure that procurements of required goods and services comply with the SPREP Financial Procedures Manual and SPREP procurement policies. Verify requests for purchase orders, supporting documents and account codes for validity, accuracy and completeness and prepare timely and accurate purchase orders. Monitor and track the contracts and agreements for required goods and services to deliver specific aspects of the project in consultation with the PRISMSS Manager and SPREP Finance Department.
4. Logistical and administrative support
Facilitate and arrange all travel requirements in line with SPREP’s Travel and Procurement Policies.  Arrange and facilitate logistics for all meetings, visits, workshops, and events to ensure all are completed and ready on time. Liaise with local counterparts and consortium partners on logistics and organisation of project activities. Set-up, maintain and update the project e-filing and record keeping on a regular basis. Prepare meeting notes and reports for all project related meetings.
5. Systems support
Compile project data and relevant information required for updating the PIMS and database/systems Ensure information is correct and accurate in the relevant systems and databases for project reporting and audit purposes

Responsibilities - Critical Competencies

Competence	Description
Business
Systems and Procedures	Develop and/or apply procedures to assist the organisation achieve its goals.
Customer
Quality Focus	Deliver quality.
People
Self-Management	Manage your priorities and objectives efficiently and effectively
Professional
Compliance	Comply with relevant laws and the policies and procedures of the organisation.

Qualifications

Qualification	Discipline	Notes
Preferred
Bachelor Degree	Accounting, Commerce, Finance

Work Knowledge and Experience

1. Bachelor degree in Accounting, Finance, Commerce, or relevant discipline (certified qualification and membership from a recognised professional accounting institute would be an advantage).
2. At least 3 years of relevant work experience in project accounting/project management and administrative work, preferably in the Pacific region.
3. Excellent experience in the following: a) Financial analysis and management. b) Programme or project fund management including monitoring and evaluation, proposal and report writing. c) Microsoft Office, spreadsheet applications and computerised accounting and finance systems d) Performance Based Output Budgeting systems
4. Excellent experience in office management, record keeping, and providing administrative, logistical and secretariat support to programmes/projects including facilitating of events and meetings.
5. Excellent written and verbal communication skills including high level of writing, 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. Excellent 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. 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
Invasive Species Adviser.	Access to data and information
Project Manager.	Advice and support
Biodiversity Conservation Programme	Collaboration and facilitation
SPREP Departments (Human Resources and Administration, Finance, Communications and Outreach)
All SPREP staff and programmes.
External
IKI consortium	Access to financial and procurement records and information
Suppliers and Vendors..	Consultations and facilitation
PRISMSS Partners.	Negotiations, communications, and reporting

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