Office and People Coordinator

Office and People Coordinator Position Description

Job title: Office and People Coordinator Office location: ADI Office, 18 Wentworth Street, Manly NSW 2095 Reports to: Chief Executive Officer Co-Respondents: Programs Manager, Finance Manager, People and Culture Advisor, Board members, ADI Volunteers (Sydney and PNG)

About the Role The Office and People Coordinator is responsible for the overall management and smooth running of the ADI office in Sydney and support for programs in Papua New Guinea (PNG). The position also looks after engagement of appropriately skilled and experienced staff and volunteers, including recruitment, on-boarding and documentation.

KEY REPONSIBILITIES

Office organisation  Maintain office facilities / equipment including immediate problem solving  Coordinate hot desking and staff roster  Order stationery and office supplies for both Sydney and overseas offices  Coordinate the general office housekeeping duties including mail delivery / Post Office / couriers  Develop and review Office Procedures and calendar sharing system to facilitate communication throughout the organisation  Manage hard copy and electronic filing systems, including personnel files  Establish and maintain a register of all: o telecommunications and deployable IT and communications equipment (e.g. all phones, laptops and devices) o ADI owned office equipment and house contents in PNG o external account details o ADI emails and relevant password details

Administrative support  Variety of general office support for Board, Committees and staff  Organise travel for staff and volunteers  Maintain travel register

1 Programs support  Procure necessary equipment and supplies for volunteers deployed oversees under the direction of the Programs Manager  Liaise with contractors and suppliers and obtain competitive quotes to ensure good value and best practise  Ensure all field laptops, mobile phones and satellite phones are returned to Australia for upgrading and servicing  Ensure current registration of all satellite phones and personal locator beacons.  Update and maintain, and improve patrol database and provide statistics  Distribute reports according to the agreed distribution process  Assist with the development and maintenance of a system for document management for overseas volunteers

People coordination  Liaise with CEO and People and Culture Advisor regarding the promotional strategy for staff and volunteer positions  Respond to enquiries, screen for appropriate candidates  Present candidates for discussion, organise interviews for candidates with members of the relevant selection committee  Check accuracy and completeness of all candidate documentation  Ensure reference checks are carried out by the appropriate staff member  Engage staff and volunteers, send out a letter of appointment and an induction pack  For oversees volunteers: o Process all paperwork (medical registration, work permits, visa application) and forward to visa agent o Liaise with visa agent and PNG High Commission in Australia as to status of the paperwork through the various processing stages, identify and address road blocks to meet deployment schedule o Liaise with the appointee during the process o Organise briefing and post-deployment debriefing

ADI The Office and People Coordinator must demonstrate a high ORGANISATIONAL level of commitment to: VALUES  give priority to the needs and interests of the people served;  encourage independence, self-help and reliance among beneficiaries, facilitating active participation;  respect and foster all international human rights (social, economic, cultural, civil and political).

PERFORMANCE  Annual performance review and achievement of annual OUTCOMES: plans

REPORTING  Preparation of quarterly and annual staffing reports REQUIREMENTS:

2 REQUIRED  Administration and office management EXPERIENCE:  People management  Recruitment  Process management

REQUIRED SKILLS:  Proficiency in Microsoft Word, Excel, Office365 and Dropbox  Attention to detail  Flexibility and problem solving  Initiative  Proficient in social media

REQUIRED QUALIFICATIONS:  Appropriate qualifications

REQUIRED  Good communication skills INTERPERSONAL  Team player SKILLS:  Responsibility and reliability