About the role

Keeping the organisation running smoothly, providing operational support to the team and the Board, liaising with our partners and suppliers and solving all manner of different problems.  Our organisation is growing and the role will evolve as the needs of the team change. As the role is part of a close knit operations team, there is scope to really make the role your own and to leave your mark on the organisation!

Key responsibilities

Operations Support

·       Support the Operations Director to ensure compliance and good governance requirements are met

·       Oversee the implementation of organisational policies and adjust processes as required

·       Provide administrative support for the Company Secretary including managing the membership register, maintaining the Board register of relevant interests 

Accounts administration

·       Draft supplier and contractor agreements

·       Liaise with suppliers to ensure invoices are in line with agreements

·       Ensure invoices, receipts and expense claims are processed in a timely manner

·       Assist with end of month reconciliation requirements

·       Liaise with our outsourced Finance team to keep related information up-to-date including asset register and regular reports

·       Assist staff with use of systems such as Xero-Me and ReceiptBank

Process improvement

·       Develop, document, maintain and communicate organisational processes,

·       Identify and implement process improvements through engagement with other staff

Logistics and administration for the Board and team

·       Arrange meetings and events including booking venues, zoom details, liaising with participants, arranging travel and catering etc;

·       Logistics support including booking travel;

·       Welcome new staff and manage the admin aspects of their on-boarding

Grants administration

·       Manage grant agreement workflow

·       Maintain grants distribution summary information

·       Manage reporting from grant recipients

Office management

·       Welcome visitors to the office.

·       Manage all office supplies and equipment;

·       Liaise with landlord and cleaners

·       Make sure the office space provides a good working environment

·       Administer communications channels

·       Purchase new laptops and other office equipment

Basic end-user IT support

·       Be an expert in our standard end-user applications and tools (currently G-suite, Asana, Box, LastPass, MSOffice, Zoom, Slack) to trouble-shoot for the team and also to share tips on how to use these tools most effectively.

·       Champion best-practice use of various tools, including information management

·       Run regular reports and access checks

About you

You are a seriously well-organised person who brings order to chaos, enjoys solving problems, loves making people’s lives easy and has an eagle eye for detail, and is passionate about supporting a global team of campaigners aiming to solve the climate crisis.  The role will evolve as our organisation grows and will suit someone who is keen to grow and develop their skills.  

You take pride in working as part of a team to provide seamless operational support enabling campaign staff in Australia and globally, to focus on what they do best.  You’re flexible, love variety and are happy operating at any level.  You thrive on being the “go to” person for queries about how to get things done and you’re adept at sharing information and coaching others. 

You appreciate the big picture of our mission and balance that with a high level of attention to detail and a collaborative mind-set to prioritise your work. 

Your capabilities will include the following:

• At least 5 years’ experience working in a similar operational role

• Successful track-record of working closely with colleagues in a small team to provide outstanding service

• Comfortable dealing with uncertainty and ambiguity and recognising when to drive for clarification

• Willingness to learn and ability to quickly develop new skills and tackle new areas of responsibility

• Demonstrated problem-solving capability (initiative, persistence, creative ideas, analytical skills)

·       Outstanding interpersonal skills and emotional intelligence

·       Able to manage multiple demands and stay calm under pressure

• Strong track-record of designing and implementing successful process improvements

• Highly computer literate and tech savvy with intermediate MSOffice and G-suite skills and a proven ability to quickly become an expert user of software solutions

• Understanding and appreciation of the importance of timely, accurate accounting data

Desirable:

·       Experience in a similar role at an Australian charity

·       Understanding of the climate crisis and campaigns to address it