About CARE Australia
CARE is an international humanitarian aid organisation fighting global poverty, with a special focus on working with women and girls to bring lasting change to their communities. As a non-religious and non-political organisation, CARE works with communities to help overcome poverty by supporting development projects and providing emergency relief. CARE believes supporting women and girls is one of the most effective ways to create sustainable outcomes in poor communities. They are primarily dependent on support from the Australian public to carry out our work.
CARE Australia is a member of the CARE International confederation. They strive for a world of hope, tolerance and social justice, where poverty has been overcome and people live in dignity and security.
For almost 25 years, CARE Australia has earned an international reputation for our ability to respond quickly to emergency situations in countries as diverse as Haiti, Pakistan and East Africa. They are also renowned for our innovative, sustainable and effective long-term development projects. All the projects are designed to equip the people they support with skills and resources so they can take charge of their lives and work towards a better future.
CARE Australia is directly responsible for program design, implementation, monitoring and evaluation, as well as management and contractual control of all projects. As a consequence, they have a high degree of accountability and transparency. CARE Australia is committed to protecting the rights of children in all areas we work around the world.
About the department
The International Programs Department (IP) comprises of four units: Country Programs, Quality & Impact, Humanitarian and Emergency Relief, and Program Compliance and Information Management. IP ensures high quality and accountable project cycle management with a particular focus on Australian funded projects, and is focused on demonstrating how CARE is making a positive difference to the lives of our beneficiaries. IP works with Country Offices to improve how we measure and report on impact, mainstream gender across our program, and adapts our program to a changing climate. IP focuses on developing and maintaining relationships with key stakeholders, sharing information and contributing to policy and strategy development. Staff in IP have expertise in climate change, gender, livelihoods, aid effectiveness, community and civil society development, capacity building and emergencies.
CARE has been working in Vanuatu since 2008 and has an established a CARE Project Office in the capital of Port Vila. The current program focal area for CARE International Vanuatu is Disaster Risk Reduction (DRR) and Climate Change Community (CBA) Based Adaptation. CARE is working within the Government of Vanuatu’s National Action Plan (2006-2016), and in accordance with basic tenets of Disaster Risk Management, while also referring to CARE’s models of Emergency Preparedness Planning (EPP).
About the role
The Operations Manager assists with the management of the Project Office and contributes to the overall development and attainment of long term strategic objectives as a member of the Project Office Senior Management Team. This roleprovides technical supervision and serve as line manager for Project Office finance, logisitics and administration staff, and assists to develop the capacity of the team in all aspects of finance, human resources and administration.
• Oversee, support and capacity build the Finance Manager to:
- build, maintain and manage robust, transparent and reliable Project Office financial and accounting systems;
- monitor and report project and project office income and expenditure; and
- manage bank accounts and cashflow (exchange rate management and currencies) and manage all financial transfer requirements.
• Ensure accurate reporting and maintenance of project funds and Australian Accounting Standards are observed in all financial matters.
• Ensure that the Project Office inventories and assets register are maintained, and ensure that policies for assets security and management are implemented.
• Ensure preparation of financial acquittals in conjunction with CARE Australia.
• Assist CARE staff with the preparation and design of budgets for proposed projects.
• To provide financial management information and advice to CARE Australia in a timely fashion (e.g . inform management of potential problems and issues requiring discussion and/or action).
Administration and procurement
• Supervise the current procurement system to ensure maximum transparency and accountability.
• Support the Administration staff to ensure smooth management of the Project Office including utilization of space: communications systems, IT, etc.
• Supervise the management of all insurance claims relating to CARE assets, vehicles and legal matters.
• Oversee the maintenance and development of information management, including office filing systems, information storage and retrieval, archiving, and the backing up of electronic data files.
• Oversee the development and implementation of the Country Office Safety and Security Plan.
• To review and update the country programs’ Finance, Human Resources and Admin/Procurement manuals, ensuring that they meet CARE Australia policies.
• To lead the continuing process of developing robust human resource and administrative systems and procedures, ensuring that policies and procedures are appropriate, transparent and efficient.
• Support the development, maintenance and monitoring of the annual personnel development plan and of performance appraisal systems.
• Provide feedback and support managers in resolving staffing issues.
• Provide guidance to CARE Australia as required on HR issues on national staff (salaries, contracts, annual appraisals, timesheets, leave requests etc).
Team building and capacity building
• Provide ongoing daily mentoring and guidance to staff in finance, logistics and administration as they develop and implement their own work programs;
• Build a culture of collaboration and mutual respect between staff.
• Minimum of 5 years experience in management of a project office; including finance, human resources and administrative management with an international NGO or similar organisation in a developing country.
• Demonstrated skills in leadership and excellent people management skills and interpersonal skills including the ability to develop harmonious teams and build team capacity in a cross cultural context.
• Demonstrated high level organisational and time management skills, including the ability to plan and manage workflows and balance competing priorities to ensure timely processing to meet deadlines in a complex environment.
• Demonstrated ability to respond effectively to challenges, work effectively in a cross functional, diverse and busy team environment with minimal supervision.
• Knowledge, and application of, well developed written and verbal communication skills.