About the Program 

The Vanuatu Australia Policing and Justice Program Phase 3 (VAPJP3) is an AUD25m investment. The program will continue Australia’s engagement in Vanuatu, building upon the positive outcomes of previous investments in policing and justice. The previous program, (VAPJP 2) was also managed by Palladium and concluded at the end of December 2024. The Government of Australia supports the continuation of this program commencing from January 2025 over four years. The possibility exists for a further four-year extension. In continuing this assistance, Australia responds to the expressed wishes of the Government of Vanuatu (GoV)  who were consulted in the Mid-Term Review of VAPJP2 and the development of the VAPJP3 investment design.

Duration of the Contract: Up to 45 months, until 31 December 2028

Location: Port Vila, Vanuatu, with the ability to travel to other locations in Vanuatu as required

Reporting to: Senior Responsible Officer (SRO), Australian Federal Police (AFP)

The Opportunity:

The Business Manager will play a pivotal role in supporting the effective delivery of the Vanuatu Australia Policing and Justice Program. The role will focus on planning, coordination, strategy, and administration across technical, financial, and operational functions, ensuring seamless collaboration between stakeholders, focused on the delivery against End of Program Outcome (EOPO) 1. The Business Manager will also be responsible for office management and providing logistical and administrative support as directed by the AFP. 

Key Responsibilities include:

Annual Workplan Development

• Coordinate the development, review, and implementation of the annual workplan relating to Police and cross-cutting support.
• Support the execution of VAPJP and AFP operations in Vanuatu at the direction of SRO, namely, plans, schedules, prioritising and delegating work within the team with skill and judgment.
• Engage with technical advisers, stakeholders (inclusive of GoV and DFAT representatives, and support personnel to consolidate input.
• Monitor and report progress against the workplan, identifying risks and proposing mitigation strategies.
• Strategically uses external expertise and identifies the professional or technical requirements critical for success in any project and sources this expertise quickly and efficiently.

Technical and Corporate Administration

• Provide corporate administrative support for technical advisers, ensuring delivery of outputs aligns with program objectives.
• Oversee documentation and compliance requirements related to technical advisory services.
• Manage program reporting systems, ensuring timely submission of progress and performance reports.

Coordination and Liaison

• Serve as the focal point for coordination between finance, administration, and logistics support teams with AFP advisers
• Liaise with Australian-based AFP and logistics agencies to ensure smooth pre-departure processes for Vanuatu-based students attending international training. Including visas and travel bookings for AFP, VPF and other donor agencies as directed. 
• Liaise with external training providers and support agencies to streamline arrangements.
• Facilitate communication between the VAPJP-AFP office, external stakeholders, and internal teams.
• Establish good working relationships with the VPF Corporate Services Unit (CSU).
• Build and maintain relationships with external Non-Government Organisations (NGOs) in support of VAPJP and AFP programs in Vanuatu. 
• Coordinate AFP programs, external training and partner initiatives to reduce duplication and increase effectiveness of donor coordination. 
• Respectfully address conflict and collaborate and build relationships that support the Program Goal and strategic objectives, leveraging expertise from across teams, projects, country offices and regions.

Financial Oversight and Reporting

• Collaborate with finance personnel to oversee program budgets, expenditures, and financial reporting.
• Complete and coordinated office to execute administrative tasks associated with AFP spending through the development and acquittal of Basic Spending Proposals, as well as low and high value spending proposals. 
• Ensure financial operations comply with donor and government requirements.

Office Management

• Oversee office administration, including any facility or Grants management, procurement, and inventory control.
• Develop and action submissions for AFP officers and VAPJP through the Pacific Community for Law Enforcement Cooperation (PCLEC), Law Enforcement Cooperation Program (LECP) and various other grants and funding mechanisms. 
• Manage office records and ensure compliance with organisational policies.
• Supervise support staff, fostering a professional and efficient workplace environment.

Security and Compliance

• Maintain the capacity to obtain and uphold Australian security vetting for working with the Australian Federal Police (AFP).
• Advise SRO AFP on any safety and security issues identified for AFP staff and support risk mitigation or corrective action through AFP or VAPJP
• Ensure compliance with security protocols and assist in managing risk assessments for program activities.
• Ensure compliance with DFAT policies and safeguarding practices, particularly in relation to PSEAH, SGBV, Child Protection, and inclusion. 
• Ensure compliance with local legislation and policy in the conduct of general business.

General Operations Management

• Systematically collects information about the broader organisational, technical, political or social issues that might have an impact on the work of the team.
• Provide oversight for day-to-day operational activities, ensuring alignment with strategic Program goals and associated Programmatic plans.
• Work with the VAPJP Operations Manager to implement systems and processes to optimize program efficiency and effectiveness, particularly in the provision of any support to the Vanuatu Police Force (VPF).
• Assist the SRO with the coordination and support to disaster risk reduction, response and recovery planning and implementation in support of VPF units, in collaboration with the VAPJP Operations Manager to support a “chain of justice” approach.
• Address ad hoc operational issues and provide solutions aligned with program policies.

Communications

• Provide inputs to communications products, based on outputs and outcomes achieved through the Program, providing evidence of any claims made

Reporting Requirements

• Compile and distribute AFP and VAPJP reporting.
• Attendance at team meetings, other requested meetings and regional meetings (e.g. AFP grant or Palladium townhalls).
• Regular (minimum of monthly) one to one meetings with your line manager on the status of personal KPIs, career development discussions and any other matters.
• Coordinate AFP and Police support staff contributions towards MELF and other data collection requirements as stipulated in the MEL Plan
• Support report writing for investment monitoring including but not limited to Six-Monthly Investment Reports, Annual Reports, Completion Reports, SPMG Progress Reports, ad-hoc briefings to stakeholders and Investment Progress Reporting (Palladium Internal).
• Provide information on cross-cutting focus and mainstreaming into Program delivery, including but not limited to progress against gender, disability inclusion, climate resilience, sustainability and localisation targets.

Key Relationships

• Internal: Senior Responsible Officer, Operations Manager, AFP technical advisers, VAPJP Technical advisers and finance, and administrative support personnel.
• External: Australian Federal Police (AFP), Department of Foreign Affairs and Trade (DFAT), logistics support agencies, training institutions, and Vanuatu government counterparts, including Ministry of Internal Affairs (MoIA) and Vanuatu Police Force (VPF).

About You

Essential Qualifications and Experience

• Bachelor’s degree in Business Administration, Management, or a related field.
• Demonstrated experience in operations management, corporate administration, or a similar role.
• Strong understanding of workplan development and program coordination.
• Experience working in an international development context or with government agencies.
• Proven ability to manage financial, administrative, and logistical functions within complex programs.

Essential Skills and Attributes

• Exceptional organisational and multitasking skills.
• Strong interpersonal and communication skills for engaging with diverse stakeholders.
• Proficiency in using project management tools and software.
• High level of initiative and problem-solving capabilities.
• Ability to work independently and as part of a team.

Security and Work Requirements

• Must be eligible to obtain Australian security vetting for working with the Australian Federal Police.
• Must be a Citizen of Vanuatu OR be eligible to obtain a Special Category Visa (SCV) for Vanuatu
• Have no prior convictions or Police Record

Desirable Qualifications and Experience

• Familiarity with Vanuatu’s cultural and operational context.
• Experience in managing training programs or coordinating international training logistics.
• Knowledge of donor-funded program operations and reporting requirements.
• Knowledge of AFP support in Vanuatu

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.

Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.