Full-Time ADMINISTRATION AND FINANCE OFFICER RE-ADVERTISEMENT
Job Description
BACKGROUND
The GEF-funded Expanding Conservation Areas Reach and Effectiveness (ECARE) project proposes to build on the recent accomplishments of the Government of Vanuatu in the area of conservation including the Vanuatu National Ocean Policy and the National Biodiversity Strategy and Action Plan (NBSAP) approved in 2017 and 2018 respectively.
These overarching documents rest and build on an ancestral tradition of nature conservation in Vanuatu. The revised NBSAP identified more than 200 informal Community Conservation Areas (CCAs), most of which are managed by customary owners, using custom rules, though with varied degrees of global, regional, national or local significance.
The numerical and geographical extent and heterogeneity of these CCAs however contrast with the scarcity of Government resources. As of 2019, only 11 conservation areas had been formally registered, limited information was available, and financing was far from sustainable. Conservation in Vanuatu is a reality, but it has little visibility and actors on the ground receive little support, in spite of very serious climatic and human threats.
To assist in the implementation of the NBSAP, the project proposes to support customary owners, provincial governments and the national government to formally protect more forest and coastal areas and improve capacity and processesfor protected area management and sustainability.
The project aims to assist traditional conservation and management efforts to respond to the current environmental threats by developing peer to peer visits and training to enhance management and implement improved nature-based solutions in a range of conservation areas, including those with livelihoods and income generating potential. Stronger links to Vanuatu’s growing tourism industry will be achieved. This will be achieved through network and peer-to-peer approaches to capacity building and through providing opportunity for collaboration and implementation support with the
broad network of private sector, conservation and cultural stakeholders and actors, such as the Vanuatu Cultural Centre, traditional governance on the ground and at decentralized levels, and local civil society organizations.
Outcomes of the project will directly contribute to a better targeting of investment for PAs through: clearer identification of needs and opportunities to achieve good results (including a reinforced link between PAs, conservation, adaptation to climate change, and disaster risk reduction) at appropriate levels, and an improved effectiveness of limited existing resources for the development of capacities at all levels, an increased visibility of the PA conservation effort at the national and local levelsleading to a better recognition of conservation national commitments by othersectors, and a better socio economic and territorial resilience of the communities relying on natural resources.
The ECARE Project, through the Department of Environmental Protection and Conservation, is seeking to recruit a Project Management Unit (PMU) to oversee the management structure and the development and implementation of the project.
The PMU positions the ECARE Project will be recruiting to fill in is:
Position Title: Project Administration & Finance Officer, ECARE
Annual Salary: VT 2,692,560
Location: Department of Environmental Protection and Conservation, Port Vila
Role
The Project Administration & Accounting Officer, ECARE, will assist with all project management accounting duties. Support the NPM in overseeing the project’s daily functions to ensure deadlines and compliance requirements are met.
Responsibilities / Duties
- Assist project manager in all administration & accounting functions and processes
- Assist in hiring contractors and other relevant service providers, making appointments, and ordering supplies
- Attend project meetings and take notes
- Responsible for overseeing and performing accounting and administrative functions of the ECARE project
- Handling cash and bank transactions and payments, ensuring that all transactions are correctly booked to the project and are duly approved by the National Manager/PMB as well as verifying the authenticity of the bills
- Maintain the petty cash Imprest
- Maintain the accounting records in accordance with IUCN/Vanuatu Government’s policies and procedures and the donor requirements
- Prepare monthly/quarterly project reports of project for submission to NPM, PMB and GEF Officer/Finance Officer-IUCN
- Prepare Funds quarterly request for project according to approved budget requirements
• Prepare payroll related detailsfor all ECARE staff itsreconciliation and distribute the salary slips on monthly basis - Prepare monthly, quarterly and annual schedules of accounts and bank reconciliations for the project
- Assist with the preparation of donor project reports and share them with the NPM, PMB and GEF Regional Officer
- Responsible for providing support during the internal/external audits of the project in close coordination with the Finance Officer-IUCNP\
- Assist the NPC in the budgeting process in close consultation with the GEF Regional Officer – IUCN, NPM and Finance Officer-IUCN\
- Maintain proper filing system of all finance and accounting records
- Ensure compliance with Internal Control System (ICS);
- Provide support to the project team in project annual work planning and project reporting
- Responsible for all logistical support for project team and consultants
- Any other tasks that may be assigned by the supervisor from time to time
Position requirements
- At least a Bachelor’s degree or higher in Project Management Accounting and Public Administration or, Project Management and 3 years relevant work experience
- At least 3 years of experience in project management accounting and administration
- Proven experience in project management
- Fluent English (verbal/written) with excellent communication and presentation skills
- Proficient in using Microsoft Office applications and other web-based management systems
- Able to travel regularly throughout the islands of Vanuatu
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