ADMINISTRATION SUPPORT SPECIALIST

VACANCY NOTICE
ADMINISTRATION SUPPORT SPECIALIST

Department of Environmental Protection and Conservation (DEPC)

Project Duration: 2026 – 2030
Duty Stations: Port Vila
Salary Scale: PS 4.5

ABOUT THE PROJECT

The Department of Environmental Protection and Conservation (DEPC) is implementing the GEF-8 Project: “Restoring and Protecting Biodiversity, Coastal Landscapes, and Climate Change Resilience through Nature-Based Solutions, Women and Youth Entrepreneurship.”

This four-year initiative aims to strengthen biodiversity conservation, enhance climate resilience, and promote sustainable livelihoods through nature-based solutions across selected islands of Vanuatu.

To support the successful implementation of this project, DEPC invites applications from suitably qualified and experienced Ni-Vanuatu candidates for the positions of: Administration Support Specialist.

POSITION PURPOSE

The Administration Support Specialist will provide necessary support for the implementation of the GEF-8 project islands . The Specialist will work under the supervision of the Chief Technical Advisor and guidance of the Project Steering Committee, while coordinating closely with government agencies, development partners, communities, and the Food and Agriculture Organization (FAO).

KEY RESPONSIBILITIES

The successful candidate will:

• Assist the CTA/NPC and the Department of Environment implement the project;
• Ensure smooth and efficient daily operations of the administrative and operations of the project
• Maintain physical and digital filing systems, handle incoming and outgoing correspondence, and draft routine memos or reports
• Coordinate travel arrangements, schedule internal/external meetings, and assist in planning workshops or events
• Monitor office supplies, process basic purchase orders, and update the asset register in line with company policies.
• Help process petty cash, expense claims, or basic accounts payable/receivable documentation under supervision,
• Prepare all financial requisition forms for payments.
• Assist DEPC Finance officer to raise LPO ( Local Purchase Order) payment for all project activities
• Asist the project Manager to produce Finance Reports
• Assist the Project Manager and DEPC Finance Officer on the Procurement process for all short term Contracts as outlined in the Project Document
• Assist the CTA./NPC with procurement of project materials and equipment, and facilitate shipment of materials to project site,
• Assist with organization of workshops and training for the project,
• Support the CTA/NPC in organizing and implementing Project Steering Committee Meetings,
• Regularly contact LCS and provide necessary support,
• Assist with organization of field missions and provide logistical support to project consultants and teams when out implementing activities in the field
• Undertake any other duties as assigned by DEPC.

REQUIRED QUALIFICATIONS & EXPERIENCE

Applicants must possess:

• Diploma or certificate in Business Administration, Office Management, or a related field
• At least 1 to 3 years of relevant experience in general office administration or project support
• Strong computer literacy, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace
• Excellent verbal communication, high attention to detail, time management, and the ability to maintain strict confidentiality
• Fluent written and verbal communication skills in English and Bislama.

DESIRABLE ATTRIBUTES

The ideal candidate will demonstrate:

• Strong leadership and team management skills.
• High standards of integrity, professionalism, and accountability.
• Ability to work independently and under pressure, and unsupervised.
• Good analytical and problem-solving abilities.
• Cultural awareness and gender sensitivity.
• Ability to build effective partnerships with government agencies and communities, .

How to Apply

Interested applicants should submit:

1. Application Letter;
2. Current Curriculum Vitae (CV);
3. Certified copies of qualifications;
4. Two professional referees; and
5. Any other supporting documents.

Applications should be addressed to:

The Director
Department of Environmental Protection and Conservation Port Vila, Vanuatu and send application to

Email : omelenamu@vanuatu.gov.vu
Closing Date: Friday 21st August 2026

EQUAL OPPORTUNITY

The Department of Environmental Protection and Conservation is an equal opportunity employer. Qualified women and men are strongly encouraged to apply.

“Contributing to a resilient and sustainable Vanuatu through biodiversity conservation and nature-based solutions.”