Finance, Administrative & Operations Assistant

KEY INFORMATION
 
Job Title:                    Finance Administrative & Operations Assistant
Sector:                       Finance, Administration, Operations
Position Type:           Full-Time
Duration:                    Long-Term
Location:                    Port Vila, Vanuatu OR Honiara, Solomon Islands
Supervisor:                Senior Finance and Grants Officer, MELCOR Project
 
SUMMARY OF THE PROJECT
 
The Melanesian Corridor project (MELCOR) is a 3.5-year initiative implemented in Solomon Islands and Vanuatu to strengthen the climate and disaster resilience of remote Pacific Island communities living in and around Marine Protected Areas. Focused on Temotu Province in Solomon Islands and Torba Province in Vanuatu, the project responds to vulnerabilities including cyclones, flooding, drought, tsunamis, sea-level rise, food insecurity and ecosystem degradation. MELCOR has two mutually reinforcing pillars. First, it will strengthen national, provincial and traditional governance structures to plan and implement inclusive, gender-responsive and ecosystem-based disaster risk reduction and management, including locally led DRRM systems and transboundary marine conservation between Torba and Temotu. Second, MELCOR will support women and their communities to participate in climate-resilient regenerative livelihoods that strengthen food, water, energy and income security while reducing pressure on fragile marine ecosystems. The project will prioritize women's economic participation and agency while engaging men, traditional leaders and wider communities.
 
SUMMARY OF THE POSITION
 
The Finance, Administrative & Operations Assistant, reporting directly to the Senior Finance and Grants Officer (FGM), is a full-time staff member responsible for providing administrative, accounting and logistical support to ensure the efficient operation of the MELCOR project. This includes supporting the coordination of training, workshops, handling the per diem for participants, meals and accommodation for training participants, preparing payment vouchers and handling daily administrative functions as required.
 
KEY RESPONSIBILITIES
Finance, Administrative & Training Support

• Maintain complete and accurate financial records in Cowater financial management systems, ensuring appropriate coding, supporting documentation, reconciliation and audit trails.
• Work closely with the TL in maintaining accurate monthly and quarterly cash forecasts to ensure adequate resources are advances to the project office to implement the project.
• Support annual work planning, budget revisions, and forecasting exercises to support project implementation and decision-making.
• Support the monthly fund requests for HQ and manage cashflow according to monthly budgets.
• Preparing detailed budgets for workshops, individual training sessions, and meetings.
• Preparing attendance sheets and per diem calculations in accordance with country regulations and handling disbursements.
• Maintaining comprehensive records for all training and workshop events.
• Preparing employee travel and conveyance claim vouchers.
• Compiling petty cash expenditures and submitting for approval.
• Supporting event management and coordinating resource allocation.
• Supporting the project coordinators with planning and logistics for training activities.
• Make disbursement of training related expenses and allowances.
• Establish an overall filing system for administration technical/program documents.
• Make arrangements/appointments for meetings, organize various logistics for the meetings including catering and other relevant services.
• Responsible for timely production and systematic arrangement of all disbursement vouchers of training, meeting, workshop, petty cash, expense claim and other events for financial adjustments.
• Filling financial vouchers monthly and keep a record of all encashment certificates.
• Check expense claim, conveyance bills and petty cash payment vouchers.
• Receive all types of vendors bill and make physical verification and documentation.
• Check all the visit reports and travel authorization are in place.

Procurement & Logistics Management

• Coordinate procurement processes from developing requests for quotes and/or tenders to contracting and quality assurance checks.
• Maintain and update assets and inventory management every month
• Ensuring arrangement of relevant support services.
• Maintain inventory of Training/workshop materials and update the inventory record.
• Communicate, as instructed, with service providers, vendors, suppliers' other agencies as needed.

 
JOB REQUIREMENTS
 
Required Skills, Knowledge and Experience

• University degree or tertiary qualification in project management, finance, office administration, accounting or a related field.
• Minimum 3-5 years of experience as finance and operations officer supporting donor-funded program implementation at national or provincial level.
• Experience working with government ministries, CSOs and agencies in Vanuatu or the Solomon Islands.
• Experience working with communities and local stakeholders using participatory approaches.
• Experience supporting finance, operations, procurement and logistical support to programs.
• Excellent understanding of international development funding requirements, related procurement and program management procedures and associated grant making procedures.
• Strong coordination, communication and teamwork skills.
• Fluency in Bislama or Solomon Islands Pijin and strong working ability in English.

 
Desired Skills, Knowledge and Experience

• Experience working in Vanuatu and or Solomon Islands.
• Understanding of barriers affecting the participation and leadership of women and other marginalized groups in Solomon Islands.
• Familiarity with DRRM, marine protected areas, community resilience or climate-resilient livelihoods.
• Experience providing financial reporting support to programs.

 
APPLICATION PROCESS
 
Candidates are encouraged to apply by 20 November 2026/as soon as possible.
 
For your application to be considered, please upload your documents as followed: Candidate Last Name, First Name, date, Title of the Position.
 
Cowater International strives to maintain a fair, transparent, and human centered recruitment process. As part of our commitment to responsible hiring practices and compliance with evolving recruitment regulations, we may use AI assisted tools to support limited aspects of our talent acquisition workflow, such as reviewing or shortlisting applications. These tools are used only to enhance efficiency and consistency in our processes. All assessments, interviews, and final hiring decisions are made exclusively by our human recruiting managers. Candidates may request additional information about the use of these tools or reasonable accommodations during the recruitment process.
 
Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.
We thank all applicants, however only those shortlisted will be contacted.
 
ABOUT US
 
Founded in 1985, Cowater International is a leading global development consulting company. Headquartered in Ottawa and with corporate hubs in Auckland, Berlin, Brussels, Helsinki, London, Madrid, Manila, Nairobi, Singapore and Stockholm, Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada's Best Managed Companies since 2017.
 
We thank you for your interest in building a better tomorrow.