PARTNER OPERATIONS AND CONTRACTS MANAGER

Reporting to: VCCRP Deputy Team Lead – PMU
Work location: Port Vila, Vanuatu
Department: International Programs
Budget holder: No
Team: Pacific – Vanuatu
Direct reports: None

Vanuatu Community-based Climate Resilience Project (VCCRP)

The Vanuatu Community-based Climate Resilience Project (VCCRP) is the Pacific’s most extensive community- based adaptation initiative, primarily funded by the Green Climate Fund (GCF). Its objective is to reduce climate-related vulnerabilities across Vanuatu’s six provinces, enhancing community resilience to climate variability, extremes, and change for a higher quality of life.

Project Objectives

• Develop and implement scalable, locally appropriate actions for the immediate and future adaptation needs of communities.
• Strengthen and support government and civil society for local-level adaptation.
• Foster dialogue between communities, government, civil society, and the private sector to collaboratively address ongoing climate challenges.

The Project Management Unit (PMU), within the Department of Climate Change (DoCC) under the Ministry of Climate Change (MoCC), is responsible for daily technical support and coordination across government ministries and departments at national, provincial, and area council levels, ensuring GCF compliance.

Role Purpose
The Partner Operations and Contracts Manager manages the end-to-end procurement, contracting, onboarding and performance management of technical service providers engaged through the Vanuatu Government procurement system. Working closely with VCCRP Sector Leads, the role ensures that service- provider activities are coordinated with existing sector work, avoiding duplication and maximising impact.

Key Areas of Accountability
1. Contract Planning and Procurement

• Lead the procurement of technical service providers for outsourced delivery of technical project components, including:

1. In close coordination with relevant technical personnel, preparing scopes of work, terms of reference, tender documents and evaluation criteria.
2. Coordinating competitive procurement processes in consultation with VCCRP procurement team, including advertising, bid evaluation, due diligence and contract award recommendations.
3. Ensuring procurement decisions are transparent, documented and provide value for money.

• Coordinate the onboarding and induction of new technical service providers and connect them with relevant project teams and activities to support effective delivery.

2. Contract Development and Administration

• Draft, negotiate and finalise terms of reference in consultation with the PMU, technical and finance teams, and provide the approved terms of reference to the responsible department for contract preparation.
• Monitor contract expiry dates, insurance, licences, securities and other compliance requirements as required by government procurement system.
• Track contract commitments, expenditure, forecasts and payment schedules against approved budgets.
• Review invoices and supporting documentation to confirm contractual and financial compliance.
• Identify contracting, safeguarding and delivery risks and implement mitigation measures.
• Manage contract variations and extensions, ensuring appropriate justification and approval.

3. Contractor Performance Management

• Monitor contractor performance against agreed deliverables, milestones, budgets, quality standards and timelines.
• Coordinate technical review and formal acceptance of deliverables before recommending payments.
• Facilitate regular contractor performance meetings and document agreed actions.
• Address underperformance, delays, disputes and non-compliance, escalating significant issues where required.
• In consultation with PMU, identify additional opportunities for engagement with technical service providers as needed.

4. Monitoring and reporting:

• Monitor the progress of deliverables for technical service providers, ensure alignment with project goals and timelines.
• Collaborate with the relevant monitoring and evaluation (M&E) colleagues to ensure data collection and reporting is integrated with existing MEAL system and aligned to project indicators.
• Ensure appropriate reporting from technical service providers to contribute to monthly, quarterly, and annual reporting.
• Submit regular summary reports on implementation progress, challenges, and adjustments to VCCRP senior management.

5. Program quality and compliance:

• Work closely with the existing project Technical Advisors to ensure that technical activities comply with established Vanuatu Government, Save the Children Vanuatu and Green Climate Fund policies, guidelines, standards, and project objectives.
• Ensure the integration of Gender, Disability and Social Inclusion (GEDSI), Environmental and Social Safeguarding (ESS) and Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH) in planning and implementation of activities through technical service providers, and coordinate monitoring of activities to ensure compliance.
• Participate in regular meetings with VCCRP field staff to monitor progress, challenges, and potential solutions with regards to technical service providers.

6. Risk management:

• Assist in identifying potential risks to the project’s implementation and suggest strategies for mitigation.
• Flag potential issues as early as possible and contribute to developing solutions and implementing future mitigation strategies or corrective actions.
• Participate in and contribute to quarterly VCCRP Risk Register Reviews to ensure inclusion of additional risks and updating of existing risks.
• Ensure technical service providers are aware of and appropriately utilise the project’s Community Feedback and Accountability Mechanisms.

7. Child safeguarding and protection:

• Ensure that child safeguarding protocols are followed in all field activities, maintaining a safe environment for children.
• Promote and support adherence to Save the Children’s child protection policies.

Person Specifications
Essential knowledge or experience

• Familiarity with Government of Vanuatu’s procurement system
• Strong operational experience implementing community development projects in Vanuatu.
• Ability to effectively manage resources and logistics to support project implementation.
• Ability to synthesise large amounts of programme information into clear and coherent reports, briefings and recommendations.
• Exceptional organizational skills, and attention to detail.
• Effective communication skills, with the ability to work with diverse stakeholders and communicate complex concepts clearly.
• Able to undertake domestic travel if required
• Proficiency in Bislama and English

Desirable knowledge or experience

• Demonstrated knowledge of community-based climate resilience and adaptation approaches.

Required qualifications and/or accreditations

• Relevant tertiary qualification in contract management, procurement, business administration, project management, international development or a related field, and/or substantial equivalent experience in contract and operations management.

Additional Information

• NOTE: Any offer of employment is conditional upon donor approval of the proposed restructure and associated funding
• This position is Vanuatu-based; therefore applicants must have the legal right to work in Vanuatu. (Visa sponsorship and relocation assistance are not available for this role.)
• Any offer of employment will be subject to a satisfactory National Police Record Check and, where required, a Working with Children Check
• Employees must sign on to the project’s Child Safeguarding Policy and Code of Conduct
• Ongoing performance and employment will be measured against KPIs, values and demonstrated behaviours outlined above.

Driver’s Licence: Highly desirable
Travel: Some domestic travel maybe required
Working with Children Check: Required
Assets: Laptop

How to Apply

Please see the full Terms of Reference for detailed scope and deliverables.

Applications, including CV and costed proposal should be emailed to: leonie.simbolo@savethechildren.org.au
Cc: hr.vanuatu@savethechildren.org.au

Closing date for applications: Friday 2nd October 2026.