Finance and Administration Officer - ISLANDS Pacific Child Project (For Samoan Nationals and Permanent Residents Only)

a)    Assist the Project Manager and PMU staff to develop annual project budgets based on annual work plan
b)    Support the development and maintenance of the annual consolidated project budget in SPREPs financial management system 
c)    Monitor project spending and provide regular advice to the Project Manager and PMU staff on the financial status of the project and availability of funds.
d)    Monitor the status of project funds and support the timely request for cash advances and replenishments in accordance with the Project Cooperation Agreement (PCA) with UNEP
e)    Support budget control and ensure  that total expenditure does not exceed the GEF approved budget and that expenditure remains aligned to approved budget lines and workplan priorities 
 

a)    Prepare quarterly financial reports as required by the PCA and in close collaboration with SPREP Finance and the Project Manager
b)    Ensure expenses are authorised and processed in accordance with the SPREP finance system, procedures and relevant project requirements
c)    Provide expenditure forecasts and financial information required for project reporting, planning, cash flow monitoring and management decision-making.
d)    Maintain complete and accurate electronic and paper records of financial documents and supporting documentation for all project transactions
e)    Ensure that service providers submit required financial records and supporting documents as part of their progress and financial reporting
f)    Support the collection and tracking of co-financing reports from project countries and partners as required by the PCA
g)    Facilitate internal and external audit processes and that audited financial information and supporting documents are available and verified before submission deadlines
h)    Support project asset management by maintaining records of assets acquired under the project and preparing asset reports as required
 

a)    Maintain a strong working of relevant  PCA requirements especially those relating to cash advances, cost overruns, project management costs, records, unspent balances,  reporting and audits
b)    Support the Project Manager, PMU team and service providers to understand and comply with relevant financial and administrative requirements of the PCA
c)    Monitor financial and administrative compliance issues and raise risks or gaps with the Project Manager in a timely manner
d)    Support the PMU and ensure that project expenditure, documentation, reporting and record keeping are in line with SPREP and donor requirements
 

a)    Organise and arrange project travel requirements in line with SPREP Travel and Procurement Policies 
b)    Arrange and organise logistics for project meetings, missions, workshops, events and stakeholder engagements to ensure activities are ready on time and delivered efficiently 
c)    Provide administrative and secretariat support to the project and project related  meetings including drafting meeting notes, action points and reports as required  
d)    Assist with the planning and implementation of project events, workshops and meetings as required by the Project Manager and PMU Prepare meeting notes and reports for project specific and related meetings. 
e)    Support the preparation and processing of purchase orders, payment documentation, vendor documentation and other administrative requirements linked to project implementation
f)    Maintain effective project filing and record-keeping systems 

a)    Compile project data and relevant information required for updating SPREP’s Project Information Management System (PIMS) 
b)    Support the preparation of narrative progress reports, project implementation reports and other substantive reports required by SPREP and UNEP 
c)    Assist with monitoring and tracking of project progress and delivery of outputs. 
d)    Review and update information on PIMS and report on gaps and issues that need to be addressed