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Post Description:  Property Services Officer (PSO)

Background

Applications are invited from citizens and residents of Samoa for the above Support Staff position with SPREP at Vailima.

The Secretariat of the Pacific Regional Environment Programme (SPREP) is an independent intergovernmental agency that provides assistance and technical advisory services to Pacific Island countries, territories and administrations in the protection and management of their environment to ensure they achieve sustainable development for present and future generations. The organization is based in Apia, Samoa and has a total staff body of about 70 comprised of about even number of professional and support staff. SPREP has a total annual budget of about USD8 millions. SPREP’s membership comprises 21 Pacific Island countries and territories and 4 developed countries 1 .

The Corporate Services Division is responsible for the provision of support services to the Organisation through the areas of Human Resources & Administration, Finance, Information Technology, Information Resources and Communications & Publications.

1 American Samoa, Australia, Cook Islands, Federated States of Micronesia, Fiji, France, Guam, Kiribati, Marshall Islands, Nauru, New Caledonia, New Zealand, Niue, Northern Mariana Islands, Palau, Papua New Guinea, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu, United Sates of America, Vanuatu and Wallis and Futuna.

Key Responsibilities and Accountabilities:

The successful candidate is responsible to the Senior Administration Officer (SAO) to perform the following duties in an efficient and effective manner:

• Oversee the Secretariat compound and all its property and assets and ensure their security and proper maintenance and provide advice where necessary;

• Prepare and implement an annual Maintenance Work Plan for the Secretariat compound, property and assets and ensure the Secretariat compound, properties and all essential utilities are properly maintained and periodically serviced;

• Prepare and implement a Landscaping Plan for the Secretariat compound;

• Attend to all administration requirements for the Property Services section including procurement of goods, services and capital items necessary for the professional and proper maintenance and safeguarding of the compound, property and assets and for the general operation of the section;

• Maintain and update the Asset Register in collaboration with the Finance section;

• Lead and supervise the work of the Property Services staff and ensure proper and timely staff monitoring and evaluation;

• Monitor and supervise all service contractors hired by the Secretariat and provide advice where necessary;

• Ensure the Occupational Workplace Safety procedures are applied and recommend updating when appropriate in collaboration with Personnel Officer;

• Oversee setup of approved arrangements and equipment for official conferences and functions held in Apia ;

• Plan and supervise schedule for all official transport services;

• Ensure all survey plans, building layouts and essential records for operations and expenditures for the Secretariat compound, property and assets are monitored and properly maintained;

• Ensure insurance and registration for all properties and assets are provided and renewed on time;

• Provide a monthly report to SAO on all the Section’s responsibilities;

• Other duties assigned by the SAO or Management from time to time

Required Qualifications and Experience

Essential

• A diploma in Management, Administration or a relevant field from a recognised institution (A higher qualification in a relevant field would be an advantage);
• At least 5 years of relevant practical experience in a medium-to-large size organisation;
• Demonstrated ability to develop and present sound proposals relevant to property maintenance and services;
• Demonstrated ability to set priorities; monitor and evaluate work targets and work with minimal supervision;
• Excellent writing and communication skills in English with demonstrated ability in Microsoft computing softwares including Word, Excel and Powerpoint;
• Demonstrated ability to lead, motivate and supervise staff with excellent interpersonal skills and ability to work within a multi-disciplinary and multi-cultural environment.

Terms and Conditions

Duty Station: Apia, Samoa.

Duration:   Appointment is for a term of 3 years initially with a possible renewal depending on performance and availability of funds.

Grade:   Appointment will be at the Grade F3 of SPREP’s Support Staff Scale.

Salary: Basic salary ranges from SAT$27,453 p.a. to SAT$41,181 p.a. depending on qualifications and experience.

Term: Appointment is subject to a satisfactory medical examination, as well as a 6 months’ probationary period. An appointment is terminated by (i) completion of term of contract (ii) one month’s notice by either party (iii) without notice by either party paying one month salary in lieu of notice or (iv) dismissed with or without notice as a disciplinary measure.

Annual Leave: 15 working days a year (up to a maximum accumulation of 50 days).

Sick Leave: 30 working days a year (up to a maximum accumulation of 90 days).

Other Leave: Provisions also exist for maternity, family (compassionate and paternity) and special (without pay) leave.

Duty Travel : SPREP meets travelling expenses at prescribed rates necessarily incurred by staff required to travel away from Apia on official business.

Personal Accident Insurance : All employees are covered by SPREP’s 24 hour Life and Personal Accident Insurance Policy.

Medical Benefits : All employees and their dependents are entitled to have all reasonable medical, dental, and optical expenses, as determined by the Director, under the terms and conditions of the SPREP in-house Medical Treatment Scheme.

Superannuation : For local contract staff, SPREP will pay 7% of basic salary to the Samoa National Provident Fund.

Definitions:

'Dependent' means the financially dependent spouse or dependent child of an employee.

'Dependent child' means an employee’s unmarried, financially dependent, natural or legally adopted child who is:

• under the age of 16 years; or
• under the age of 19 years if undertaking full-time study at a secondary school; or
• under the age of 22 years if enrolled and undertaking full-time study at a university or other tertiary institution; or
• mentally or physically incapacitated.

“Financially dependent” as used in the previous two definitions means spouse or child for whom the main and continuing financial support provided by the staff member.

Equal Opportunities: SPREP is an equal opportunities employer. Men and women are equally eligible for all posts in SPREP.

General: Appointment will be under the terms and conditions of SPREP’s Staff Regulations, a copy of which will be made available to the successful applicant.

Applications

Applications should include:

• A detailed curriculum vitae containing full personal details, qualifications and experience relevant for the position; previous and current appointments with salaries and names and contact addresses/numbers/E-mail of three professional referees who are prepared to provide testimonials.
• Available references from at least three recent employers and/or supervisors
• A statement to address how each Essential Selection Criteria is met.
• Copies of academic qualifications.

The Director

SPREP                                                    Telephone: (685) 21 929

P O Box 240                                             Fax: (685) 20 231

Apia                                                         Email: SPREP@sprep.org

Samoa