Administration and Communications Coordinator, Canberra, Australia

Closing Date: Monday, 13 January 2014

World Vision International

Country

Australia

City

Canberra, Australia

PURPOSE OF POSITION: World Vision International has established a Centre of Expertise for Urban Programs (Urban CoE) to lead WV's global action research and learning on the impact of urbanisation on children, families, and communities – especially the most vulnerable. The Urban CoE is developing innovative models informed by local knowledge and field experiences for WV to implement in urban areas, anchored within WV's overarching Development Approach. The Urban CoE is part of WVI's Child Development and Program Effectiveness (CDPE) group in Integrated Ministry. The CoE aims to serve the Partnership as a technical knowledge asset and implementation enabler, in order to drive World Vision towards becoming a credible, industry-leading voice on child well-being in urban contexts.
The purpose of this Administration and Communications Coordinator position is to:

• Provide administrative support to the Senior Director.
• Coordinate budgeting and financial management for the CoE team.
• Coordinate travel for the CoE Senior Director and team members.
• Support CoE team in development of presentations and other communications materials.
• Provide support to coordination of urban event management and field related workshops.
• Support with initial research and knowledge management activities, maintaining databases.
• Support CoE team in implementing various field related operational and administrative tasks.

KEY RESPONSIBILITIES: Provide Administrative support to Senior Director:

• Manage Senior Director's diary, scheduling and email management support.
• Arrange Senior Director's travel including travel itinerary, meeting schedule, visa applications, vaccinations, accommodation, travel expenses and other associated travel tasks.
• Processing expenses including credit card and travel for Senior Director.
• Preparation/collation of meeting papers and briefings for Senior Director.
• Draft and distribute communications on the Senior Director's behalf as requested.

Finance and Budget Coordination:

• Assisting in the development and monitoring of departmental and field budget.
• Operational expenses tracking and reporting against budget.
• Accurately identify, code, record and process all invoices and charges.
• Track consultant contracts, arrange payments upon invoice and assist with other paperwork as required.
• Act as a first point of contact within CoE Urban Programming for questions from staff regarding coding expenses.

Travel Coordination for CoE Staff:

• Arrange travel for staff including flights, accommodation and car - hire.
• Be first point of contact with travel agent for all international flight requests.
• Track team travel plans including updating team calendars.
• Comply with WVI Travel Policy in all bookings.
• Alert Senior Director of policy compliance issues regarding team travel requests.
• Expenses processing support.

Support Research and Knowledge Management Activities:

• Support initial research and knowledge management activities in collaboration with CoE team members.
• Logistical coordination of CoE events including strategy days and regular team days.
• Organise training on behalf of the team as directed by Senior Director.
• Schedule and coordinate logistics for international teleconferences.

Information Management and Communication:

• Support CoE team in various materials development, presentations, communications materials.
• Support materials for field related workshops as required.
• Support event management tasks as required.
• Maintain and monitor team filing systems (soft and hard filing).
• Keep updated all team lists, rosters and calendars.
• Maintain team intranet pages.
• Develop & operate systems that facilitate reporting & retrieval of KPI information for reporting.

KNOWLEDGE, SKILLS & ABILITIES: Required:

• Great attention to detail
• Operations
• Administration
• PA related duties
• Basic Relationship and Stakeholder Management.
• Basic Event Management and Coordination.
• Knowledge of finance/book keeping/budget monitoring.
• Ability to work independently and prioritise work schedules.
• High level of communication skills is required, both written & verbal.

Preferred:

• Urban development related field experience in office administration, preferably in a professional environment.
• Experience working in a team environment.
• Basic project management.