Account and Administration coordinator

ROLES AND RESPONBILITES :

Administration

·       Provide administrative assistance to the Chief Executive Officer and Chief Operating Officer

·       Maintain complaints, training, compliance, injury, incident, and environmental registers in support of Heads of Department

·       Travel and Accommodation bookings

·       Maintain the AusRelief Asset Register and Coordinate internal audits

·       Water Well Administration

·       Meeting Coordination and Minute Taking

·       Coordination of all AusRelief compliance including individual/company insurances, certification (including WWCC), accreditation, licensing, registrations etc.

·       Coordinate and Administer company SharePoint corporate folders and files (including the archiving, version control, and review of all company documentation)

·       Uniform orders - purchase/accounting

·       Operate reception - oversee incoming calls, monitor and respond or disseminate incoming general emails, manage appointments for staff

·       Issue and manage invoicing

·       Maintain the Staff and Volunteer Handbooks in conjunction with Department Managers

·       Coordinate personnel files

·       Assist with the Coordination onboarding/offboarding of employees

·       Set up of new staff/project/partner folders and document filing

Accounts

·       Prepare fortnightly payroll and update employee records as required for approval

o   Respond to pay queries as required.

o   Process payslips in a timely manner.

o   Coordinate and oversee time reporting with all relevant staff

·       Accounts Receivable

·       Accounts Payable

·       Assistant with Financial Reporting/Forecasting 

·       Assist with the preparation of Departmental P and L's

·       Coordination and payment of Management Expenses

·       Bank reconciliation

·       Prepare credit notes where required

·       Assist in the planning and preparation of company and departmental budgets and financial forecasts in consultation with the Governance Manager and Departmental Managers

·       Reconcile donations, payments, and general accounts weekly

·       Coordinate financial records in line with ACNC, ATO, and fundraising authority requirements

·       Assist with the preparation and coordination of external finance audits

·       Coordinate the reconciliation and processes relating to all EFTPOS and cash donations

·       Follow up outstanding debt

·       Reconciliation of corporate credit cards

·       Perform all other duties as directed by the AusRelief Governance/Operations Manager and other Managers

ROUTINE MEETING/REPORTS

·       Attend the AusRelief Weekly Meeting

·       Quarterly BAS reporting

·       Prepare Fortnightly Payroll Reporting

·       Prepare Expense Reports for Management review

·       Coordinate Debtor Reports

SKILLS AND QUALIFICATIONS :

·       Diploma or Cert IV in Business Administration or relevant PA/Office Administration

·       Formal Accounting qualifications and experience – Minimum Diploma level

·       Experience using Xero at an advanced level

·       Minimum 60 WPM typing speed

·       Excellent spoken and written communication

·       Excellent English language, literacy, and numeracy

·       Excellent Customer Service

·       Experience Administering a CRM system

·       Experience in payroll preparation and coordination

·       Advanced computer skills with proficiency in Word, Excel, Power Point, Teams etc.  

·       Ability to work in accordance with Australian Eastern Standard Time (AEST) daytime working hours (0900 - 1700)

·       Highly organised and able to meet deadlines

·       Professional and courteous in communication with partners, contractors, volunteers and employees

·       Proven ability to format written documentation to a high-standard

·       Able to work well in a team environment

·       High level of integrity & ethical standards

DESIRABLE :

·       Experience in international development or charity

·       Knowledge of the ACFID Code of Conduct and DFAT accreditation standards

·       Understanding of humanitarian principles and Core Humanitarian Standards

·       Understanding of governance models in the NGO sector

·       Experience working in highly volatile and complex humanitarian crises

·       Passionate about global humanitarian issues and making a difference