Finance and Operations Officer
Long-Term Position: 37 months (June 1, 2019 – June 30, 2022)
ARF Classification: LES
Position Location: R4D2 Head Office, Port Vila, Vanuatu
Reports to: Finance Management Adviser
Please note: Terms of Reference may be amended on recruitment.
Adam Smith International manages the Vanuatu Roads for Development Program Phase 2 (R4D2) which is funded by the Australian Department of Foreign Affairs and Trade (DFAT). The program aims to support positive roads outcomes and enhance Government of Vanuatu (GoV) capacity to manage the road network more effectively and efficiently. The program is a five-year program scheduled to commence on 1 June 2019.
The responsibility of the Finance and Operations Officer will be to provide support for the administration, finance, procurement, logistical, IT, security and records management of the R4D2 program and support advisers on assignment to the program in Vanuatu. It is a full-time role located in the program office within the Public Works Department in Port Vila.
The Finance and Operations Officer supports financial and administrative operations of the R4D2 Program to ensure these are robust, transparent, free of fraud and maximise value for money for DFAT.
Responsibilities will include, but not be limited to, the following:
- Contribute to the development and maintenance of all operational policies and procedures, including, but not limited to, the Operations Manual and Security Plan, in compliance with relevant DFAT and Contractor policies, Vanuatu law and contractual requirements.
- Support establishment of the Program management office in the Public Works Department in Port Vila, Vanuatu to enable its efficient and effective operation.
- Support the management of finances in-country to ensure these are appropriately managed and recorded.
- Provide finance, administrative and secretarial support to the program team.
- Provide strong logistical support to the core management team and short-term advisers on assignment in Vanuatu, including travel and accommodation, and recording the movement of all consultants on the Program.
- Support administrative and logistical arrangements associated with workshops and meetings, including communications with multiple stakeholders.
- Record all the assets of the Program, including the office, office inventory, Program vehicle/s, and keep an effective record of all these.
- Support all financial processes and procedures for the Program in Vanuatu, including the Program bank accounts, monthly Receipt and Payment Statements, petty cash and ensure all financial processes, procedures and records are accurate and up to date. This includes maintaining full and accurate filing systems for all quotes, receipts and approvals for purchases.
- Use the office vehicle to pick up or drop off consultants from the Airport, or key meetings, if necessary.
- Any other activities, as directed by the Team Leader or Financial Management Adviser.
- Reports to, works with, and receives strategic direction primarily from the Finance Management Adviser.
Required Qualifications and Experience:
- Relevant qualifications for financial assistance on development programs, ideally with a focus on transport infrastructure or roads;
- Demonstrated familiarity with DFAT financial reporting requirements;
- Demonstrated experience supporting financial management, with at least 3 years’ experience undertaking these projects, ideally in the Pacific or similar settings;
- Experience working within public sector agencies in the Pacific or similar settings;
- Understanding of / commitment to Australian aid safeguard issues, specifically child protection, gender mainstreaming and disability inclusion;
- Strong communication, and relationship management skills.
Applicants for the role should submit a brief cover letter of no more than 2 pages and a CV of no more than 4 pages to Annie.Major@adamsmithinternational.com by Wednesday 17 April (COB AEST). Only shortlisted applicants will be contacted for interview, to be held in Port Vila during the week of 22 April 2019.