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: Team Leader 

The Opportunity:

The Operations 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, and administration across technical, financial, and operational functions, ensuring seamless collaboration between stakeholders, focused on the delivery against End of Program Outcome (EOPO) 2 with support to Australia Federal Police delivery against EOPO 1. This role requires a deep commitment to ensuring principles of gender quality, disability and social inclusion are integrated into all aspects of operations. The Operations Manager will support the Team Leader in promoting a culture of respect and team cohesion, in line with Melanesian cultural values, at all times. 

Key Responsibilities include:

Leadership and Management

• Provide leadership, coordination and quality assurance of program enabling and support functions including finance, administration, human resources management, IT support, risk management and security
• Lead on procurement processes, ensuring alignment with Commonwealth Procurement Rules (CPR), as well as Palladium Standard Operating Procedures (SOPs), ensuring processes deliver value for money and inclusive outcomes.
• Work with the Palladium Corporate team to implement and update the Operational policies and procedures as outlines in the Operations Manual, Program Security Plans, Standard Operating Procedures, Crisis and Emergency Plan, Emergency Response Procedures for all aspects of the program operations. Ensure all new staff and advisers are thoroughly and regularly briefed on safety and security procedures.
• Management of the Program budget in line with the Annual Work Plan (AWP) for the Program across EOPOs. 

Corporate Administration

• Manage leases and their administration, negotiation, and stakeholder engagement. 
• Provide corporate administrative support for technical advisers to monitor and manage personnel administrative requirements, including timesheet, leave management and other aspects of HR. ensuring delivery of outputs aligns with program objectives.
• Manage program reporting systems, ensuring timely submission of performance reports.
• Create and maintain project management records (including deliverables, contracting and purchasing documentation, employment documentation, expense documentation, partner engagement documentation, field timesheets) 
• Manage electronic filing systems including the structure, formatting, naming protocols and period audit of files to ensure good electronic records management and link with contractual, strategic planning and operational planning documents
• Lead risk identification, reporting and mitigation, and actively contribute to risk management and risk minimisation across operations and ensure the program risk management framework is regularly updated, and adequate mitigation measures are in place.
• Ensure program compliance with relevant policies, procedures, laws and regulations including DFAT and Palladium.  Serve as the primary contact point between corporate services and the Program for operational and compliance matters.  

Financial Oversight and Reporting

• Leading financial functions, including authorisation/review of payment approval forms, invoices, reports, and other documents using various software tools  
• Develop and manage the detailed program budgets including accurate forecasting and financial reporting.
• Take accountability for monitoring and reporting the status of budgets/invoicing on a monthly basis within Program and to the Client (DFAT) 
• Ensure project finance processes and procedures for program budgeting, forecasting, bank account management, reconciliation and invoicing are implemented accurately and effectively. 
• Ensure rigorous financial controls and policies are maintained to minimise fraud risk. 
• Ensure financial operations comply with DFAT, Palladium and Government requirements.
• Conduct regular spot checks, checks and balances of all accounts, including third party audits of VAPJP accounts and (at minimum) internal sport checking of petty cash and assets.

Office Management

• Manage program office functions, including providing direction, oversight, and training of staff in operational processes and compliance.
• Ensure management of Program ICT systems in consultation with Palladium ICT Global to ensure IT support is provided to Program operations and delivery. 
• Ensure that office systems and ICT function are inclusive and accessible by removing barriers as necessary. Regularly provide suggestions on how the project might adapt our approach to better utilise data and technology. 
• Manage office records and ensure compliance with organisational policies.
• Ensure compliance with local legislation and policy in the conduct of general business of the program.

Procurement, Recruitment and Contract Management

• Lead and oversight on the procurement and contract management function of the Program. Perform project procurements as per the procurement policies and donor regulations including maintaining vendor lists, solicitation of quotations/proposals, and documentation of procurement decisions and contracts, and managing vendor relationships   
• Conduct due diligence and facilitate any necessary safeguarding checks and/or training required to establish contractual relationships with contractors, sub-contractors and other service providers. 
• Lead the recruitment and engagement of VAPJP advisers and staff and ensure all necessary due diligence processes are satisfactorily completed.
• Prepare contract action requests (e.g. travel, personnel additions/changes, partner, grant, budget realignment) in a timely manner and accurately . 
• Manage any Grants administration process including calls for proposals, receipt of submissions, analysis of Grants, recommendations for Grant award and administration of any Grants awarded. 
• Arrange for the conduct of any compliance training for sub-contractors or grant recipients to be compliant with Palladium safeguarding policies. 

General Operations Management

• Implement the program’s operational policies and procedures, as outlined in the Operations Manual. This include but not limited to regular updates to Operations Manual as required, and ensure staff are trained on program operational policies and procedures including regular refresher sessions and compliant in their use.
• Manage the Health, Safety and Security elements of the Program in Vanuatu and support the Team Leader in fostering a culture of workplace safety and respect, in line with Melanesian cultural values. Serve as a point of contact in the Emergency Assistance Tree and lead responses to security, health and safety issues for VAPJP personnel.
• Lead the mobilisation, onboarding and orientation of new personnel, including detailed pre-departure and on-arrival briefings, and demobilisation of personnel.
• Participate in Political Economy Analysis (PEA), Annual Work Plan (AWP) development and input to regular verbal and written reporting (E.g Six monthly reporting and Annual Reporting) and other ad-hoc reporting, as directed by the Team Leader. 
• Be responsible for the operational administration of the AWP, including assignment of Work Breakdown Structure (WBS), budget, associated financial coding, and finalise any routine or ad-hoc technical reporting provided through TL / SRO.
• Provide support to the Strategic Program Governance Mechanism (SPGM) functions for any administrative organisation, secretariat support and other functions as may be required to support the Team Leader and Senior Responsible Officer, in collaboration with the VAPJP Business Manager.
• Provide oversight for day-to-day operational activities, ensuring alignment with strategic Program goals, the AWP and associated Programmatic plans.
• Work with the VAPJP Business Manager (Police) to ensure cohesiveness and compliance with all operational procedures across the Program.  
• Assist the Team Leader with the management public diplomacy and preparation of communication products, and provide inputs where able, in line with DFAT’s expectations and standards.

Key Relationships

• Internal: VAPJP Operations Team, Palladium Corporate Management Team, Team Leader, VAPJP Technical Advisers, VAPJP Corporate staff
• External: Department of Foreign Affairs and Trade (DFAT), Australian Federal Police, Vanuatu government counterparts, Goods and Services Providers (International and National)

About You

Essential Qualifications and Experience

• Bachelor’s degree in Business Administration, Management, Finance and Accounting or a related field.
• Demonstrated experience in operations management, corporate administration, or a similar role.
• Strong understanding of workplan development and program coordination, preferably in DFAT/donor-funded development programs.
• 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 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 operational budgets, work plans and coordination of support logistics for Program or Project delivery.
• Knowledge of donor-funded program operations and reporting requirements.
• Knowledge of DFAT and AFP support within the Policing and Justice Sector in Vanuatu
• Experience in the integration and mainstreaming of gender equality, disability and social inclusion in all aspects of work

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.