POSITION DESCRIPTION

Introduction

WaterAid’s vision is of a world where everyone has access to safe water and sanitation. Our mission is to transform lives by improving access to safe water, sanitation and hygiene (WASH) in the world’s poorest communities. WaterAid works with partners to maximise its impacts for policy change/influence.

WaterAid has been operating in Papua New Guinea (PNG) since 2004, working with local partners and the government to increase access to gender sensitive, socially inclusive water, sanitation and hygiene (WASH) services. WaterAid PNG’s geographic focus is within the National Capital District, Central Province in the Southern Region, East Sepik Province in the Momase region and East New Britain Province in the New Guinea Islands. We work nationally through a system strengthening approach with the Government of PNG, guided by the National WASH Policy (2015-2030).

Everything we do is shaped by our six values:

• Integrity
• Respect
• Collaboration
• Courage
• Accountability
• Innovation

WaterAid is a child safe organisation. We recognise that we must meet community expectations, and the trust placed in our personnel to maintain the highest standards of conduct with children. Therefore, all positions within WaterAid are required to comply with our Child Safeguarding Policy and Code of Conduct.

WaterAid is committed to protection from sexual exploitation and abuse in everything we do. The values and standards we uphold are highlighted in our Global Code of Conduct. All positions within WaterAid are required to comply with our Global Code of Conduct.

Position Summary

WaterAid is seeking a highly motivated and detail-oriented Finance and Operations Coordinator to support the delivery of our East New Britain programs.

The Finance and Operations Coordinator is a critical support role responsible for ensuring strong financial management, compliance, and efficient operational systems for WaterAid’s East New Britain Program.

The position oversees financial and operational management for two key grants:

• the PacFresh H2O Program[1] in Rabaul and Pomio Districts; and
• the KIWA Initiative Grant[2] in Rabaul District.

Working across finance, administration, procurement, and operations, the role ensures accurate financial reporting, adherence to donor and WaterAid policies (including GIZ and AFD procurement requirements), and effective support to program implementation. The Finance and operations coordinator will manage internal control procedures to ensure WaterAid and donor policies and procedures are followed; support on project budget development, expenditure tracking and budget monitoring, and coordinating project audits. The position works closely with WaterAid’s East New Britain program team, local government partners, WaterAid PNG headquarters in Port Moresby, and the WaterAid regional support team in Australia.

About the Grants

The Finance and Operations Coordinator will provide support across two key grants:

Funded by GIZ, the Protecting Freshwater Resources in the Pacific (PacFresh H2O) Project aims to strengthen the climate resilience of rural communities in Rabaul and Pomio districts by improving access to safe, reliable water and sanitation, protecting freshwater resources, and advancing gender equality and social inclusion. Through a system-strengthening approach, the project builds the skills of local decision-makers and community groups, improves coordination and planning, implements priority measures to address water insecurity, and supports the scale-up of climate-resilient WASH approaches through stronger policy integration, learning and financing. The project ensures that women, people with disabilities and other marginalised groups benefit from more resilient WASH services and improved livelihoods.

Funded by AFD, the Kiwa Initiative Preserve Project aims to strengthens climate resilience in vulnerable rural and coastal communities by protecting and restoring freshwater and watershed ecosystems through nature-based solutions. The project seeks to improve reliable access to safe water, reduce climate-related risks such as droughts, flooding and contamination, and promote community-led resource management that embeds gender equality, disability inclusion and local knowledge. By building the capacity of government partners, community groups and rights-holder organisations, the project embeds sustainable ecosystem management practices and supports more resilient and secure livelihoods in the face of increasing climate impacts.

Key Performance Areas/Accountabilities

1. Financial Management and Compliance

• Oversee day-to-day financial management of PacFresh H2O and KIWA grants, ensuring accuracy, transparency, and donor compliance.
• Lead project budget development, budget conversions, reforecasting, and ongoing budget monitoring using WaterAid financial systems (including WAPS and SunSystems)
• Prepare and submit timely and accurate financial reports for internal management and donors.
• Manage internal control procedures to ensure compliance with WaterAid and donor financial policies.
• Lead the Finance Compliance Checklist to ensure all documentation is complete before and after payment authorisation
• Coordinate and support internal and external audits, including preparation of documentation and follow-up actions.
• Lead quarterly project expenditure transactions review to ensure that all project expenditure is correctly coded. If there are any errors or any missing transactions must advise the Operations Manager for adjustments.
• Lead the accurate monthly and quarterly cost recovery process for the projects and ensure sufficient supporting documents are attached such as payslips, payroll transactions and timesheets.

2. Payments, Accounting, and Systems

• Support preparation and processing of payments, ensuring approvals are obtained prior to payment.
• Maintain general ledgers and ensure correct coding, GST treatment, and documentation.
• Upload payment journals to SunSystems weekly and payroll journals fortnightly.
• Create payments via corporate online banking when required.
• Ensure all payments complete required Anti-Terrorism checks.

3. Payroll, Statutory and Tax Obligations

• Support or process payroll using Able Payroll software and ensure timely distribution of payslips.
• Upload staff NCSL and Nasfund contributions in line with statutory requirements.
• Remit Salary and Wages Tax (SWT) and file GST with the IRC, ensuring records are accurate and safely stored
• Ensure all project staff's timesheets are signed off and maintained in safe place

4. Procurement and Administration

• Ensure procurement processes comply with GIZ, AFD and WaterAid procurement policies.
• Support procurement planning, supplier engagement, contract documentation, and filing.
• Follow up with suppliers to ensure complete and accurate supporting documentation.
• Maintain organised digital and physical filing systems for financial and procurement records
• Maintain project asset registers

5. Operations and Program Support

• Provide operational and administrative support to the East New Britain Program team to enable timely and effective activity delivery.
• Work closely with program staff to align financial planning with implementation needs.
• Assist with monthly and quarterly reporting processes.
• Support capacity building of WaterAid PNG staff and partners through finance training and coaching, in collaboration with the Senior Grants Accountant and Operations Manager.
• Undertake other duties as required to support the effective implementation of the Country Program.

6. People

• Ensure the WaterAid Values are understood and followed by all staff.
• Provide regular orientation to all staff on People related policies and procedures to ensure adherence, including on the People Manual and Operations Manual.
• Supervise the team (Administration, Logistics Officer and Boat Skipper) and ensure performance management reviews are conducted.
• Resolve people issues as required, especially Operations staff in sub-offices

Communications and Working Relationships

Internal

• WaterAid PNG
• WaterAid Australia (support and collaboration with Regional Finance and Program Operations Team)

External

• Multiple governmental and non-governmental stakeholders
• Donor

Physical Environment and Demands

Moderate travel requirements within East New Britain and occasional travel to Port Moresby.

Level of contact with children

The role may involve engaging with communities and schools to program activities and as such may come into contact with children. The position will be required to maintain WaterAid child safeguarding principles and standards at all times.

Qualification, Skills & Attributes (Key Capabilities/Selection Criteria)

All applicants must address these criteria in their application:

Applications for this role must comprise of:

• An application letter addressing the essential person specification criteria outlined above (maximum 2 pages).
• A curriculum vitae (maximum 4 pages). The CV must include three professional referees (referees will not be contacted until after interviews, with permission from the candidate).

Applications which do not address the Selection Criteria specified and the page limits will NOT be considered.

Late and incomplete applications will not be accepted.

WaterAid is committed to welcoming people from the widest possible diversity of backgrounds, culture and experience. Female candidates are strongly encouraged to apply. We will make any practical adjustments to enable people with a disability to participate fully in an inclusive working environment. Please let us know if require any special assistance in making your application or attending an interview.

Email applications to: [email protected] with the subject line: “Application Finance and Operations Coordinator”.

The closing date is 11 June 2026.

Please note that only shortlisted candidates will be contacted.

Note: WaterAid is a child safe organization. The successful applicant will be required to comply with our child protection policy.