VACANCY FULL TIME POSITION

Finance and Administration Assistant 

Vanuatu Red Cross Society is seeking applications for a dynamic and highly motivated person to immediately fill the position of Finance & Administration Assistant – Coastal Resiliency - to join its VRCS team in Luganville, Santo.

 

Qualifications and Profile required:

  • Post-secondary education, year 13 or above;
  • Minimum 2 years experience working in administration or finance;
  • Experience working with NGOs/not-for-profit organisations;
  • Experience working with MYOB.

 

Knowledge & Skills:

·         Excellent computer skills (Internet, Word, Excel, PowerPoint, Outlook);

·         Excellent communication skills (oral and written);

·         Excellent interpersonal and organizational skills;

·         Strong sense of responsibility and control;

·         Well presented and personable;

·         Fluent Bislama required;

·         Fluent English and/or French required;

·         Open-minded, dynamic and flexible;

·         Knowledge of Red Cross movement will be an asset;

·         Driving license required.

 

VRCS is an organisation involved in emergency, early recovery and development programs. Therefore, all VRCS staff have to be available at any time in order to respond to any emergency work, should the need arise.

 

All Vanuatu Red Cross staff must agree to and sign the Child Protection Policy and Code of Conduct as well as providing a current police clearance. This is a condition of employment.

 

Interested applicants are invited to pick up a more detailed job description of this position at Vanuatu Red Cross Office (located at No 2 opposite ABM No2), or from our branch located at the Sanma Provincial Head Quarters in Luganville, Santo or send request by mail to:  recruitment@redcrossvanuatu.com

 

Submit your application letter with CV and copies of Certificates and References directly to our Head Office or via email: recruitment@redcrossvanuatu.com or Post addressed to HR Department, Vanuatu Red Cross Society PO Box 618, Port Vila.  

Contact Persons:   Joanna Kalpokas – 27418 or Shirley Johnson, VRCS Santo Branch, Sanma Provincial Head Quarters.

 

Applications close on Tuesday 8th November 2016 at 5.00pm.

 

Job description

 

 

Finance & Administration Assistant

 

 

Position Title:                                    Finance & Administration Assistant

Line Manager:                                   Finance Manager

Reporting to:                                     Project Supervisor

Job location:                                       VRCS Santo office in Luganville with rare field trips

 

Purpose of the job: The Finance & Administration Assistant will assist the Project Supervisor with administrative tasks related to the management of Vanuatu Red Cross Society’s Coastal Cities Resilience project.

 

Purpose of the Program:

The Global Disaster Preparedness Centre (GDPC) recently received an award from OFDA/USAID to pilot, in up to two countries in Southeast Asia and the Pacific, coalition-building to enable climate smart investments that promote community resilience. The project will be a prototyping and learning platform for a wider initiative – the One Billion Coalition (1BC) – that will offer opportunities for greater scaling globally. The vision for 1BC is to enable a much greater number of communities to initiate and sustain resilience activities that are climate smart and responsive to community needs and priorities.

 

The project will build on existing approaches to community assessment, problem-solving and outreach to individual, household, and small businesses on preparedness measures that have been developed by the RCRC network. With guidance from the RCRC Climate Centre, through tools such as the Climate Training Kit, many of these methodological approaches are already being adapted to better integrate attention to climate-related risks in assessment and program design and to minimize the potential for mal-adaptation in solutions that are adopted.

 

Building on these existing approaches, the project will focus on creating and bundling relevant tools and resources to make them easily available and applicable, even for use in do-it-yourself fashion. Additionally the program will entail a city-wide civic process to build or strengthen local coalitions (as partnerships with a shared vision and mutual interests) in order to guide and foster work at the community level while tapping the wide range of resources available in cities. This coalition-building process will draw on the convening power of the RCRC, and engage a wider set of interested stakeholders from local government, other civil society organizations, the private sector, academia, and community volunteers to identify and pursue locally developed solutions for resilience and climate change adaptation. The Red Cross will also facilitate coordination between these local coalitions and relevant national climate related focal points and regional institutions to ensure local solutions are considered in the national and international level planning processes.

 

After a series of regional inception activities, the project activities will be piloted in one city of Vanuatu being Lugan Ville, focusing in particular on addressing climate-relate d risks, e.g. changing precipitation patterns, increased coastal flooding, storm surge, and sea level rise.

 

 

Purpose of the Society

Founded in 1982, Vanuatu Red Cross Society (VRCS) is a major stakeholder in the humanitarian system. The Society is recognized by the Government as auxiliary to the public authorities in the humanitarian field in accordance with the provisions of the First Geneva Convention. The organization is also one member of the National Disaster Committee.

VRCS has identified Disaster Management and Disaster Preparedness as one of its main areas of intervention with a particular focus on community based disaster preparedness. It also implements a Health Program, whose main components are First Aid and Hygiene Promotion. The organization also encourages Youth participation and promotes the International Humanitarian Law.

VRCS has branches in 6 different provinces and numerous sub-branches. It can also rely on a solid network of trained volunteers all over the country. Around 30 staff members are currently working at HQ in Efate, while around 20 are working in the other islands.

 

 

Specific Project duties, responsibilities and accountabilities

 

DUTIES APPLICABLE TO ALL:

·         Work towards the achievement of VRCS objectives in the country/province of operation through effective managerial and lateral relations and teamwork

·         Ensure understanding of roles, responsibilities, lateral relationships and accountabilities

  • To perform other tasks as may be assigned by the VRCS CEO (up to 10 % of work time might be dedicated to other VRCS activities)

 

 

Under the supervision and direction of the Project Supervisor, the Finance & Administration Assistant will be responsible for:

 

1.       Project Administration Duties

·         Maintains project records including data entry and database management.

·         Records accurate meeting minutes and distribute promptly to relevant staff/stakeholders

·         Ensures effective and efficient filing systems are in place and files all information accordingly.

·         Protects operations by maintaining confidentiality of information.

·         Drafts letters and documents as requested by the Project Supervisor

·         Maintenance of databases.

·         Other administrative duties as required.

 

  1. Office Management
    • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
    • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.

 

3.     Financial Management

·         Prepare requisitions for expenditure

·         Receive review and process expenditures reports from the field and the staff.

·         Review and process fund requests from the field and confirm planned expenditures are in-line with the project budgets.

·         Manage expenditure tracking for each project.

·         Maintain program financial documentation and records.

·         Monitoring cash movements in all bank accounts and communicate with bank officers.

·         Ensuring the all original supporting documents are attached in each financial transaction.

·         Enter fixed assets into MYOB

·         Provide report of fixed assets to Logistics staff to enable reconciliation and update of MYOB

·         Arranging for staff to sign payroll slips

 

 

 

 

 

Qualifications and profile required

 

·         Post-secondary education, year 13 or above;

·         Minimum 2 years experience working in administration or finance;

·         Experience working with NGOs/not-for-profit organisations;

·         Experience working with MYOB.

 

 

 

 

Knowledge & skills required

 

·         Excellent computer skills (Internet, Word, Excel, PowerPoint, Outlook);

·         Excellent communication skills (oral and written);

·         Excellent interpersonal and organizational skills;

·         Strong sense of responsibility and control;

·         Well presented and personable;

·         Fluent Bislama required;

·         Fluent English and/or French required;

·         Open-minded, dynamic and flexible;

·         Knowledge of Red Cross movement will be an asset;

·         Driving license required.

 

 

WORKING HOURS:

·         This is a full time position.

·         Flexibility in working schedule will be required according to needs.

 

VRCS is an organization involved in emergency, early recovery and development program. Therefore, all VRCS staff have to be available at any time in order to respond to any emergency work, should the need arise.