Peace Corps Vanuatu
Location:
Port Vila
Due Date:
30-01-2026
Type:
Full time
Organisation Description:
Job Desctiption:
Peace Corps Vanuatu wishes to recruit a qualified and motivated candidate for the full-time position of a Human Resources and Administrative Assistant (HRAA) under the supervision of the Deputy Director of Management and Operations (DDMO).
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 Human Resources and Administrative Assistant will:
• Responsible for working in close coordination with all units to prepare documents for recruitment, advertising, shortlisting, interviewing and selecting candidates for PSC vacancies
• Conducts screening of applications for all vacancy announcements to ensure only qualified applicants pass to the evaluation committee.
• Explains the recruitment and selection process to the hiring manager. Establishes selection committee and explains the process and standards of the evaluation and selection to the selection committee.
• Serves as an observer of all panel interviews to ensure the process is fair and transparent. Serves as a selection panel member as needed.
• In coordination with the Overseas Contracting Officer, prepares all documents necessary to request the concurrence of OHS for any new Peace Corps Medical Officers (PCMOs) and with OCIO for any new Information Technology Specialist (ITS).
• Prepares offer letter and manages communication between candidate, hiring manager and Overseas Contracting Officer.
• Manages security clearance documentation for selected candidates and communication with Embassy RSO regarding the clearance status.
• Assists Overseas Contracting Officer in the preparation of PSC contracts and contract modifications. This includes calculating contract amounts making sure Peace Corps regulations and local labor laws are followed. Uses the established Local Compensation Plan as guidance for calculations.
• Maintains the Personal Service Contract File Checklist found in Manual Section 743, Attachment F to ensure compliance with established regulations for each new and existing PSC.
• On an annual basis coordinate with PSC supervisors to incorporate any necessary updates to Statements of Work (SOWs) to be included in the exercise of contract options or renewals.
• Drafts and coordinates the Security Certification process for new and existing PSCs, monitors expiration dates (manages database with dates) and requests updates as necessary from the Regional Security Officer or his/her designee.
• Responsible for Termination/Resignation document preparation including Exit Checklist, Exit Interviews, and Contractor's Release.
• Coordinates the onboarding process, including maintaining onboarding resources on Learning Space to be used for all new staff, to ensure that they receive the required and appropriate training from each unit in coordination with post's ITS.
• Drafts employment verification letters in English or Bislama to be signed by CD, DPT or DMO at the request of staff and former staff members.
• Maintains clear and current knowledge of the local health insurance plan for PSCs and FSNs. HRA will stay up to date regarding new health insurance options and prepares summary of benefits for DMO and DDMO for review and further determination.
• Serves as liaison to Insurance vendors; enrolls and withdraws personnel from the program, coordinates training for new PSCs and on occasion for existing PSCs.
• Prepares annual health insurance plan and coordinates with DDMO for contract preparation and implementation.
• Manages the PSC evaluations process, including the Performance Plan, Mid-Year Reviews (MYRs) and Final Evaluations.
• Ensures that PSCs evaluations are submitted before extension or amendments for PSCs are awarded.
• Drafts and distributes to supervisors PSC Performance Plan, Mid-Year Reviews, and Final Evaluations. Reminds supervisors when completed evaluations are not returned to incumbent and ensures that these are filed in individual PSCs' personnel file.
• Provides training to Supervisors and staff regarding the Performance Evaluation Process including the establishment of n supervisors requiring training.
• Assists the DMO in preparing the annual awards ceremony by creating talking points, drafting awards for print and framing, among other tasks as needed.
• Responsible for ensuring that each PSC has an individual development plan that should be worked in conjunction with supervisors and overseers and is filed in the PSC's personnel file.
• Manages the staff development plan process in coordination with the DMO to ensure that individual development plans meet Post policies and are within annual budget limitations.
• Assists post leadership with planning, preparation, and confirming logistics for post's Staff Retreat and Office Offsites. Keep DMO and DDMO updated on funds and expenditures involving staff development funds.
• 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.
• Tracks and coordinates driving requirements for staff using official Peace Corps vehicles, including required health checks and validity of Driver's license.
• Assists Management and Operations Unit with records management and disposal per HQ policy and disposal schedule.
• Develops and maintains documentation on how the compensation range for a particular PSC position was determined, to include, the evidence of market research conducted in the contract files.
• Creates and maintains records in the Persons Employed and Engaged with Peace Corps Systems (PEEPS).
• Receives, reviews and records PSC and TCN Timesheet documents, leave and compensatory, credit time and PC-57s for every paid period (PP) within PEEPS and PSC's personnel files.
• Monitors any changes of Annual Leave category, dates, or other corrections to PSC's timesheet with their supervisor.
• Prepares quarterly HCC-In Kind and Staff Annual Leave Balances for Deputy Director of Management and Operations (DDMO) to send to the Office of the Chief Financial Officer (OCFO).
• Acts as the Alternate Cashier in the absence of the Principal Class B Cashier, except where the volume of transactions requires both principal and alternate to operate at the same time. The Country Director or designee will determine if the absence of the principal cashier will be for such a period of time as to justify the transfer of the Imprest Fund to the Alternate Cashier
• Responsible for making cash reimbursement to staff, Peace Corps Volunteers/Trainees PCV/Ts), vendors, and service providers for authorized purchases
• Prepares Cashier Replenishment Vouchers at least once per week, ensuring that all payments have corresponding back up documentation, and sends them to GAP PC/HQ office for replenishment
• Reviews Odyssey Web application to track Electronic Funds Transfer (EFT) payment for Replenishments sent to PC/HQ; prints EFT confirmation forms and files them along with the corresponding Voucher
• Performs daily Imprest Fund reconciliations, physically counting cash on hand, cash advances, checks on hand, EFTs received, and checking account balance
• Must take an exam within 180 days of his/her temporary designation; PSC must pass the exam to be designated as the permanent Alternate Cashier
• 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.
• 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).
• HRA in collaboration with the Country Director (CD) and post leadership is responsible for updating PC/Vanuatu staff handbook which includes PC procedures in regard to travel, time and attendance, professional conduct, ethics, awards policy, and procedures, alcohol policy, payment procedures, questionable and prohibited expenses, etc. Also updates it every time there is a change in policy.
• May serve as a back-up Receiving Officer; duties include performing physical inventory of new items received in order to verify the initial "In Count" and presenting those findings to the General Services Manager for updates and data entry in MAXIMO.
• Incumbent will perform any other assignment that will be considered necessary by his/her supervisor, or the Country Director.
• 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
• 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 human resources, business administration, administrative sciences, or related field; comparable degree
b. Prior Work Experience: Three years of progressively responsible experience in financial management, human resources, and/or record keeping; at least two years of experience in contract and personnel management
c. Language Proficiency: Professional fluency in both English and Bislama is 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.
e. Must be able to successfully pass a background check with the U.S. Embassy's Regional Security Officer (RSO).
Desired Qualifications:
• General knowledge of administrative and operational best practices
• 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.
Position Elements:
a. Supervision Received: The HRAA is under the general supervision of the Deputy Director of Management and Operations (DDMO).
b. Supervision Exercised: The Contractor does not have any supervisory responsibilities.
c. Available Guidelines: Peace Corps Manuals, Peace Corps Volunteer Handbook, Overseas Financial Management Handbook, Fiscal Coding Handbook, FOR Post regulations, Volunteer Data System, Travel Handbook, Federal Travel Regulations (FTR) published by General Services Administration (GSA), Acquisition and Contract Management's (OCFO/ACM's) Overseas Contracting Handbook, online training for contracts and leases, Staff Handbook, Local Compensation Plan (LCP) and post's Health Insurance policy.
d. Exercise of Judgment: The Human Resources and Administrative Assistant ensures that all files are maintained in an orderly fashion and easily available to authorized staff. They must exercise restraint in sharing HR related information and other confidential information that remains under their care.
e. Authority to Make Commitments: The Human Resources and Administrative Assistant is limited to making commitments for Peace Corps when authorized by an Overseas Contracting Officer.
f. Nature, Level, and Purpose of Contacts: The Human Resources and Administrative Assistant maintains contacts with Volunteers, Peace Corps Staff, and Host Country partners, community members working with PC/Vanuatu.
g. Time required to Perform Full Range of Duties after entry into the Position: One year.
Salary:
How to Apply
Apply by:
Email
Contact Person:
Director of Management and Operations (DMO)
Contact Phone:
(678) 35170
Email to send applications to:
vu-dmo@peacecorps.gov
Postal Address or location to apply in person:
Website:
https://www.peacecorps.gov/vanuatu/about/contracts/
How to apply - more information:
Candidates interested in the position should submit: 1) One page Cover Letter addressing interest in the role, 2) Curriculum Vitae/Resume, and 3) Valid Driver's License (both front & back). To be considered for the position, you should clearly address the Required Qualifications in your cover letter and resume. Acceptable methods of submission include: • Email: vu-dmo@peacecorps.gov • Write in the subject line of the email: {Last Name, First Name, HRAA} • Attached documents should be in PDF format Applications must be received no later than 5:00 p.m. on Friday 30th January 2026. To be considered for the position, you should clearly address the Required Qualifications in your cover letter and resume. Only short-listed applicants will be contacted. Final salary information will be determined by salary history and experience. All salaries will be paid in local currency (Vanuatu Vatu VUV).
For further information on the above job please contact the employer directly.
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