DEPUTY DIRECTOR OF MANAGEMENT AND OPERATIONS

Job Description

Peace Corps Vanuatu wishes to recruit a qualified and motivated candidate for the full-time position of a Deputy Director of Management and Operations (DDMO) under the supervision of the Director of Management and Operations (DMO).

This is a local advertisement. While Peace Corps/Vanuatu will accept applications from applicants worldwide, preference will be given to the candidates who have applied to this local advertisement who are citizens of Vanuatu (Ni-Vanuatu) or who are permanent residents of Vanuatu with proper and current authorization to work in Vanuatu at the time of application. Salaries will be paid fortnightly in local currency, Vanuatu Vatu (VUV).

The Deputy Director of Management and Operations will:

• Responsible for all financial analysis and implementation of budget and fiscal operations, not only for appropriate funds but also for reimbursable and external funding

• Manages the annual budget which includes allocation, implementation, monitoring, and reassignment of funds in the financial management system. Has delegation of authority to commit financial resources and determines budget execution by choosing where to make commitments and obligations for the best use of Peace Corps Vanuatu budget authority

• Participates in the preparation of the Annual Strategic and Operating Plans, working closely with the DMO and Country Director (CD) in order to generate forecasts and reports required for decision-making. Demonstrates comprehensive in-depth knowledge of all project plans presented by the program sector, medical unit and training units to the overall Country Strategy, in order to allocate specific resources

• Responsible for the timely and correct payment to all vendors using a variety of methods, including Electronic Funds Transfer (EFT), Check, Credit Card Payment, and cash.

• May receive a delegation of authority to perform as the Billing Officer for PC/Vanuatu

• May be designated as a Contracting Officer after successful completion of the requisite Overseas Contracting Officer Training and receipt of an individual Peace Corps Overseas Contracting Officer warrant issued by the Senior Procurement Executive. Responsibilities as an Overseas Contracting Officer include executing, modifying, and/or terminating contracts, lease agreements, and other procurement actions in accordance with individual warrant. Must follow all regulations, rules, procedures, and guidance as supplied by the OCFO / Acquisition and Contract Management (OCFO / ACM) and/or as specified in the Overseas Contracting Handbook in execution of Overseas Contracting Officer duties and responsibilities. The Overseas Contracting Officer can be held financially and/or criminally liable for neglecting to carry out Overseas Contracting Officer duties in accordance with applicable laws and regulations.

• Maintains all procurement files with required back up documentation such as proof of competition, basis for award, written quotations, vendor data, and relevant vendor performance information.

• May be an authorized holder of a purchase card after successful completion of the requisite purchase card training and receipt of a Delegation of Purchase Card Authority letter issued by the Senior Procurement Executive. Must adhere to the limitations contained in the Delegation of Purchase Card Authority and follow all instructions provided by OCFO/ Acquisition and Contract Management (OCFO/ ACM), including policies and procedures contained in MS 731 and the Overseas Financial Management Handbook (OFMH), in execution of purchase cardholder duties and responsibilities.

• May be an authorized holder of a travel card after successful completion of the requisite travel card training and receipt of a Travel Card Appointment issued by Agency Travel Card Program Coordinator. Must adhere to the limitations contained in the Appointment document and follow all inst1uctions provided by Management/ Administrative Services/Transportation (M/ AS/T), including policies and procedures contained in MS 801, in execution of travel cardholder duties and responsibilities.

• Coordinates and monitors that Personal Services Contractor (PSC) Statements of Work are regularly reviewed and conform to the agency's needs and requirements.

• Ensures that annual and mid-year performance reviews are performed in the required time; coordinates the PC/Vanuatu awards and individual develop plan programs.

• Oversees the process of recruiting and awarding PSC contracts. Negotiates and reviews PSC contracts, to include setting appropriate compensation; ensures that on-boarding and off boarding plans are developed for all PSCs, in close coordination with other Post leaders and supervisors.

• Coordinates with the DMO to provide guidance and direction to the administrative unit regarding the operational needs of the post, including fleet, facilities, technology, supplies, equipment and other operational matters.

• Regularly reviews vehicle maintenance files and completes a weekly review of vehicle logs to ensure that proper documentation is maintained; follows up on any inconsistencies.

• Develops and delivers training to Peace Corps Trainees and Volunteers (PCT/Vs) regarding a range of administrative topics.

• Reviews, and in the absence of the Cashier, prepares Volunteer In-Country Allowance (VICA) payments twice each month.

• Coordinates with other members of the administrative team to ensure that payments and reimbursements to PCV/Ts, counterparts, and host families are made in a proper and timely manner.

• The DDMO will be responsible for supervising members of the Management and Operations Team, including the Human Resources/Administrative Assistant (HRAA). By establishes work plans, develops a team approach and evaluates performance of direct reports. Identifies and assesses the training and professional development needs of the staff. Coordinates with DMO to design, deliver and coordinate staff development. Maintains a staff development plan for each direct report.

• In conjunction with the HRAA position maintains files (physical and electronic) in accordance with Peace Corps overseas contracting policies and procedures (including the most up-to-date contract file checklist available by contract type), Peace Corps records management policies and procedures; and OCFO/ACM and records management guidance including personal services contract files, supplies and/or services contract files, etc. Ensures file safety and confidentiality. Liaises with agency Record Liaison to submit annual file reports for PC/Vanuatu.

• Assists Management and Operations Unit with records management and disposal per HQ policy and disposal schedule.

• As Staff Change POC, creates and maintains records in the Persons Employed and Engaged with Peace Corps Systems (PEEPS).

• Follows protocol as listed in the Emergency Action Plan (EAP) for training, and in case of a test or emergency, coordinates directly with the Safety and Security Manager (SSM)/Back-up SSM.

• Participates in the design and the implementation of the EAP, a communications drill or in any other safety and security measure when requested by their supervisor, the Country Director or the Safety and Security Manager/Back-up SSM. Understands and complies with Peace Corps safety and security policies and procedures and assists other staff and Volunteers in complying with safety and security policies and procedures as outlined in Manual Section MS270 and Peace Corps/Ecuador Emergency Action Plan (EAP).

• Reports any direct or in-direct knowledge of a safety and security incident experienced by a Trainee or Volunteer to the Safety and Security Manager (or Back-up SSM).

• Incumbent will perform any other assignment that will be considered necessary by his/her supervisor, or the Country Director.

• Serves as the Acting Director of Management & Operations (DMO) as appropriate and requested, or when the DMO is absent from Post.

• Driving an official Peace Corps vehicle for official Peace Corps Vanuatu business and remain compliant with Peace Corps Vanuatu’s fleet management and vehicle and driving policies

• May be designated as an occasional money handler/holder (OMH) if assigned by the Director of Management and Operations. As an OMH, may be requested to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to Pre-Service Training/In-Service Training site(s), or other locations as directed by the Overseas Contracting Officer (OCO). May also be requested to courier cash to Peace Corps Trainees or Volunteers. The Contractor will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the Contractor will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the OCO.

• If there is a time at post, for any other reason, when there are limited or no Peace Corps Trainees and/or Volunteers jointly referred to as "Volunteers") at Peace Corps/Vanuatu, the PSC may be temporarily assigned during that period, as determined by the Peace Corps Country Director, to carry out additional duties and responsibilities in furtherance of the goals of the Peace Corps in order to enhance the ability of Peace Corps Volunteers to perform functions under the Peace Corps Act, including facilitating a safe environment in order for the successful return or increase of Volunteers.

• Be required to work from Monday-Friday (8AM-5PM) and may have to work evenings, weekends and/or public holidays during Pre-Service/ Inservice Trainings or other events; and/ or when there is an emergency.

Selection Criteria

Required Qualifications:

Applicants for this position must demonstrate the following capabilities:

a. Education: Bachelor's degree in business administration, accounting, or a related field is required, equivalent to a BA or higher.; comparable degree

b. Prior Work Experience: At least five years of progressively responsible experience in a related field of management or administration is required; at least two years of experience as a direct supervisor

c. Language Proficiency: Professional fluency in both English and Bislama are both written and orally required.

d. Knowledge and Skills:

o In-depth and comprehensive understanding of human resources, and records management

o Organizational skills.

o Ability to work with staff in all units in a cooperative and team-oriented manner and provide human resources and records management support to all staff.

o Ability to develop checklists to ensure files have appropriate supporting documentation, follow up with appropriate staff to obtain necessary documents.

o Attention to detail and confidentiality in preparing and drafting HR documents and calculations.

o Strong intercultural competence and intercultural communication skills.

o Demonstrated capability to exercise sound judgment and professionalism.

o Must have basic Microsoft computer skills: Outlook, Word, PowerPoint, Adobe, and Excel.

o Must have a valid driver’s license and be able to drive common and motor vehicles. Ability to drive manual and automatic vehicles preferred. Must be able to travel independently in Vanuatu, up to a few days at a time, to visit Trainees, host agencies and vendors, whenever necessary

e. Must be able to successfully pass a background check with the U.S. Embassy’s Regional Security Officer (RSO).

Desired Qualifications:

• Strong managerial skills and demonstrated inter-personal and intercultural skills with a good communication ability in a people-to-people oriented institution. This includes supervisory skills, analysis and negotiation skills, conflict resolution, coherence, integrity, and a service attitude.

• Organizational ability, including attention to details.

• Exercise good judgment in interpreting policies, regulations, and guidance.

• Ability to work independently and in groups to achieve work objectives.

• Sense of discretion and confidentiality under all circumstances

• Understands the mission, vision, and work of Peace Corps Vanuatu

Candidates can obtain the full Statement of Work at the Peace Corps office or by emailing vu-dmo@peacecorps.gov.