Company:  Respond Global HELPR-1 Ltd

Job Title:  Shoreside Finance & Administration Officer

Location:  Port Vila, Vanuatu

Job Type:  Full Time

Reports to:  Operations Support and Logistics Manager

Closing date:  Friday 17th May 5pm

Salary:  170,000VUV per month, inclusive of 4% VNPF. Employer pays additional 4% VNPF.

 

Company Overview

 

Respond Global is a private enterprise based in Queensland, Australia, that aims to support both public and private organisations be better prepared and more capable of responding to disasters and crises in health. We provide internationally proven and practical health and disaster management solutions, that are scalable, adaptable and fit for purpose.

 

M.V. HELPR-1 is a 34-metre unique humanitarian response vessel, owned and operated by Respond Global, and is flagged and based in Port Vila, Vanuatu. While its design enables emergency response, with an onboard medical facility and emergency response equipment, its true value lies in its day-to-day support of full-time outreach programs, including health, education, climate change and disaster management preparation.

 

HELPR-1 provides a safe logistics, operations, and accommodation base for use by national response teams, with support from Respond Global and other response agencies as required. The vessel is capable of transporting and supplying medical and other emergency response equipment, personnel, and training wherever needed across the Pacific Island Countries.

We have recently opened a warehouse in Port Vila which will be the shoreside administrative and storage base for HELPR-1.

 

Job Summary

 

The Finance & Administration Officer plays a crucial role in ensuring the smooth functioning of the shoreside operations for HELPR-1. This position is responsible for overseeing general office finance and administration, procurement and supporting the Head Office in Australia with payroll for local staff. 

 

Responsibilities

 

Organisational Administration:

• Provide administrative support to the HELPR-1 Operations team, including managing correspondence, scheduling meetings, and preparing documentation.
• Act as the main point-of-contact for the reception and public enquiries including managing the main email account, redirecting priority enquiries when necessary. 
• Support the operation and maintenance of office equipment. 
• Liaise with internal and external stakeholders to coordinate activities and resolve issues effectively.
• During emergency responses, act as a focal point for enquiries and help cover extended operating hours of the office and warehouse as required.

Finance:

• Process day-to-day banking and manage office petty cash.
• Process invoices, payments, and reimbursements accurately and in a timely manner.
• Ensure the collection of all VAT receipts and work with HQ finance and local accountancy firm to lodge timely VAT returns.
• Manage the finances of the warehouse office, including budgeting, expense tracking, and financial reporting.
• Collaborate with the head office finance team to ensure compliance with accounting standards and internal controls.

Payroll Support:

• Assist the head office with payroll processing, including gathering and verifying timekeeping information, calculating wages, and ensuring accurate deductions.
• Address payroll-related inquiries from employees and resolve any discrepancies in a timely manner.
• Coordinate with HR and finance team at head office to ensure payroll compliance with relevant regulations and company policies.

Procurement:

• Support sourcing and purchasing of  supplies, equipment, and materials required for vessel operations.
• Support in the evaluation of suppliers, negotiate contracts, and ensure timely delivery of goods.
• Monitor procurement budgets and expenditures, seeking cost-effective solutions without compromising quality.

Record-Keeping and Reporting:

• Maintain accurate records of all inventories, transactions, including receipts, shipments, and inventory levels.
• Generate reports on inventory status, procurement activities, financial performance, and warehouse operations as required.

Reporting Lines:

• This position reports directly to the Operations Support and Logistics Manager.

Qualifications and Skills

• Tertiary education degree or diploma in Business Administration, Finance, Logistics, Supply Chain Management, or a related field preferred.
• Proven experience in office administration, finance, and payroll processing, preferably in a maritime or logistics environment.
• Strong organizational and multitasking abilities, with attention to detail.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse teams.
• High-level computer and MS Office skills plus some experience in data management systems. 
• Experience working with finance/HR systems such as Xero.
• Knowledge of relevant regulations and industry standards governing maritime operations, finance, and payroll.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

Expectations

 

All Respond Global employees must abide by the Respond Global Code of Conduct and associated company policies. Any employee who works aboard HELPR-1 must also abide by the HELPR-1 Code of Conduct and Disciplinary Procedure. This includes observing the strict policy that no alcohol, kava or drugs may be brought onboard or consumed aboard HELPR-1 at any time – failure to observe this policy will result in instant dismissal.

 

At Respond Global it is a high expectation of all employees, in all instances, to promote the company in a positive manner. A positive culture can only be achieved with the support of the whole team. It is a responsibility of all employees to positively represent the company and foster a favourable attitude amongst crew and all onboard staff at all times.

 

The successful candidate will need to complete a pre-employment police check.

 

How to apply

 

Send your resume and cover letter to helpr@respondglobal.com