Saturday, 23 July 2016

Engineers Without Border (EWB) Australia,Office Optimiser (Administrator)Jobs in Australia

Closing date: 21 Aug 2016
  • Play an integral role in a fun, innovative and inclusive not-for-profit team
  • Actively contribute to creating change through humanitarian engineering
  • Bolster your career within a progressive, supportive work environment
  • This role is only open to Australian and New Zealand citizens or permanent residents
As EWB grows and works toward achieving its 2020 strategy, this newly created role is critical to delivering EWB’s operational objectives. It is a great way to learn more about the inner workings of fundraising, event management and financial reporting within an energetic NGO.
You will support a select group of EWB staff to manage administration related to business development, event management, fundraising and operations. Your role optimises their time to focus on key growth areas such as staff capability and leadership, financial systems change, grants optimisation and program development.
This role suits a passionate, high-energy person who is experienced and able to work across multiple program units; and who manages competing priorities with enthusiasm, sensitivity and flexibility. Your eagerness to learn more about EWB and its programs will help you act with initiative and suggest improvements to EWB's systems and operations.
You are independent, experienced in handling a variety of administrative tasks, and able to work with minimal supervision. Your excellent organisational skills go hand-in-hand with enjoying the administrative challenges of supporting a diverse group of people.
Key Responsibility Areas:
Business development and fundraising (40%)
  • Administration assistance with fundraising and donor management
  • Management of EWB’s database of monthly donors and workplace givers
  • Management of EWB’s peer to peer fundraising database
  • Reconciliation of donations to EWB’s databases
  • Management of the EWB Shop - re-ordering, stock take, invoices, volunteer communication
  • Complete reconciliations of fundraising and donor administration
Event management (30%)
  • Provide logistical and administrative support for specific events such as EWB’s LINK Festival, corporate fundraising events, peer-t0-peer fundraisers, etc.
  • Manage event logistics for EWB Board meetings and key Board-specific events, in cooperation with EWB’s Company Secretary
Operational administration (30%)
Human resources and finance administration (5%)
  • Coordinate staff induction administration (e.g. systems and site induction, safety documents/ pass distribution, induction documents, industry accreditation, etc)
  • Process and file key HR and finance documents such as Working with Children Checks, etc
Licencing, vendor, inventory and general office administration (25%)
  • Answer EWB phones and generic office email account – triage enquiries appropriately
  • Meet-and-greet and coordinate office visitors
  • Coordinate mail pick-up and distribution, including any changes to EWB’s PO Box
  • Manage office inventory and rostering – office supplies, kitchen supplies, duties roster, etc
  • Coordinate with EWB’s IT provider and in-house IT specialist on office equipment needs
  • Coordinate the alignment of security, risk and compliance systems/ processes across EWB
  • Lead the sourcing of new tenants and manage existing tenants within EWB’s office
  • Coordinate sublicence agreements and associated administration for subtenant relationships
  • Manage contractor relationships: insurance, internet, phone, travel and other providers
  • Manage EWB-specific building maintenance – partner with the Dream Factory’s liaison point to ensure building assets are working smoothly and the office is well set up for staff use
  • Integrate the above processes into EWB’s existing systems for continuity and consistency
Qualifications and Essential Skills:
  • Three or more years proven office management, administrative or assistant experience – you are a person who respects limits, will work within boundaries and get tasks done.
  • Strong experience of office management systems and procedures, including key vendor management
  • Excellent time management skills and ability to multi-task and prioritise work, including managing stakeholder expectations about what is inside and outside your scope of work
  • Experience and interest in fundraising, reconciliations and financial/ IT systems management
  • Proficiency in MS Office and Salesforce with data entry experience in either/ both systems
  • Well-demonstrated attention to detail and problem solving skills
  • Excellent written and verbal communication, including an ability to build strong relationships
  • Strong organisational and planning skills, including an ability to stay calm under pressure and manage changing priorities
  • A demonstrated ability to work in a dynamic and complex environment, meet urgent deadlines, and work with others to manage deadlines as needed
  • Self starter and independent worker who can proactively self-manage and source support when needed
Desirable skills:
  • An understanding of operations within engineering and/ or the not-for-profit sector
  • Experience with the realities of running fundraising activities
  • Experience using Eway, or similar secure online payment management systems
  • Experience working with major accounting and IT packages, including Xero
EWB competencies you'll embody:
  • Living the EWB values, culture and approach
  • Engaging EWB stakeholders
  • Focusing on relationships
  • Communicating for purpose
  • Achieving results
You will find the complete job description here.
EWB can ONLY support the applications of Australian and/ or New Zealand citizens and/ or permanent residents.
EWB celebrates diversity and supports an inclusive workplace, and encourages Aboriginal and Torres Strait Islander People to apply.
How to apply:
Please submit a two-page cover letter addressing how you specifically meet the required knowledge, skills and EWB Competencies within the Position Description – and your CV (maximum 3 pages) including contact details of 2 referees - to
The complete job description is here.
Please write "Office Optimiser Job Application via ReliefWeb" in the email subject title.
Due to the high volume of applications EWB receives, only shortlisted applicants will be contacted.
Applications close at 12 midnight AEST on Sunday 21 August 2016.

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