Administration & Operations Support Officer (NW)

Transcription

1 Administration & Operations Support Officer (NW) Mornington Wildlife Sanctuary, central Kimberley WA Operated by the non profit Australian Wildlife Conservancy (AWC), Mornington is a must see destination in the central Kimberley. All proceeds from Mornington Wilderness Camp are invested in AWC s conservation programs at Mornington, a property covering 6,000 square kilometres of rugged escarpments, the Fitzroy River and home to endangered species like the Gouldian Finch. AWC owns and manages more land than any other private conservation organisation in Australia 23 properties, covering 3 million hectares protecting more than 1,200 fauna species through active land management informed by strategic scientific research. Four of these properties are located in the north west: Mornington, Marion Downs and Tablelands, protecting almost 900,000 hectares of the central Kimberley, and Artesian Range lying in the northwest Kimberley. AWC is seeking an enthusiastic and talented individual to join its north west team. Based at AWC s Mornington research centre, and reporting to the Kimberley Regional Operations Manager, your responsibilities will include: Logistics support to the north west team including answering/directing all enquiries (phone, , visitor etc), coordinating people and vehicle movements, managing supply runs, monitoring and reordering of primary consumables such as fuel, manage weekly mail service and maintaining asset lists. Assisting staff coordinating volunteer programs, maintaining a volunteer database and conducting special events. Accounts processing including raising purchase orders, recording income and account reconciliation. Finance support including assisting with the preparation of annual budgets, reports and monitoring. You will require: Demonstrated relevant experience. Excellent people management and communication skills. A strong work ethic and an ability to work closely with a multi disciplinary team. Attention to detail and demonstrated organisational skills. Experience in developing and working to internal controls and processes. Advanced ability to use standard business software packages (including Word, Excel, ). Experience with financial systems and processes. Background or interest in nature conservation. If you are all about living your job and would love to wake up each day in the middle of a remote wilderness, and work towards saving it, this could be the job for you. Enquiries to: Jacintta Watts, Human Resources Manager jacintta@australianwildlife.org Applications to: employment@australianwildlife.org CV & covering letter, briefly addressing critical competencies, qualifications, licences/training & inherent role requirements as listed in the job description. Note: This vacancy is being re advertised as we did not appoint anyone from the previous round of recruitment. If you have previously applied for this role, we thank you and advise you do not need to reapply. Please note: This is an on going, full time position. Applicants must be an Australian citizen/permanent resident or have a suitable visa in place that allows on going (permanent) full time work in Australia, in order to apply for this position. australian wildlife conservancy po box 8070 subiaco east western australia 6008 p: f: e: info@australianwildlife.org w:

2 Role Description Designation: Reporting to: Based: Administration & Operations Support Officer (NW) Regional Operations Manager (NW ROM) Mornington Wildlife Sanctuary With responsibility extending to other NW sanctuaries Basic accommodation will be provided at Mornington for the successful applicant. Organisational context: Australian Wildlife Conservancy (AWC) is a non profit organisation dedicated to the effective conservation of Australia s threatened wildlife and their habitats. AWC owns and manages more land than any other private conservation organisation in Australia 23 properties, covering 3 million hectares protecting more than 1,200 fauna species through active land management informed by strategic scientific research. Four of these sanctuaries are located in the central Kimberley. Mornington, Marion Downs, Tableland and Artesian Range/Charnley River cover a combined area of over 1 million ha and protect numerous threatened habitats and species. The WildlifeLink Centre for Research and Conservation at Mornington is the base for an award winning land management and science program. During the dry season, a Wilderness Camp operates at Mornington which showcases AWC s work in the Kimberley and also at its other sanctuaries. The north west region has approximately 10 full time staff, plus a team of seasonal hospitality staff, several students, and utilises a range of volunteers for a wide array of projects. Day to day operations in the north west are overseen by the Region s Senior Ecologist and Regional Operations Manager (NW) who report to the Chief Scientist, and the National Operations Manager, respectively. The two staff streams (operations and science) work together in an integrated manner to design, implement and measure the effectiveness of land management strategies. The position of Administration & Operations Support Officer (NW) reports directly to the Regional Operations Manager (NW), but also supports the Chief Scientist, and will be required to liaise with all north west staff (operations and science) in order to fulfill the duties required of this role. During the wet season, when numbers of people at Mornington are reduced, a range of broader administrative and logistics functions are delegated to the Administration & Operations Support Officer (NW). Critical competencies: 1. Strong telephone, and personal communication skills. 2. Excellent people management skills including working with a diverse team. 3. Advanced ability to use standard business software packages (including Word, , Excel) and general computer skills are essential. 4. Experience with financial systems and knowledge of accounting and budgeting including collection and management of revenue, authorisation of expenditure and associated processes. 5. Experience in managing financial resources and operating within a budget (coding and tracking expenditure). Administration & Operations Support Officer (NW) Re-ad Sept 14 Page 2 of 6

3 6. Asset management and maintenance, and internal controls. 7. Exceptional planning and organisational skills. 8. A flexible, but well structured approach to work tasks and high level of attention to detail. 9. Report writing skills including financial reports is highly desirable. 10. Self motivation and ability to work independently or as part of a small team as required. 11. Previous experience of working and living in a rural area, preferably remote. 12. A background or interest in nature conservation is highly desirable. Qualifications: 1. Formal qualifications in a relevant discipline would be an advantage, but is less important than strong practical experience and a good track record of delivering results. Licenses & Certificates: 1. Manual valid driver s licence. 2. 4WD experience (desirable). 3. Police clearance certificate. 4. First aid certificate (highly desirable). Inherent requirements of the role: The execution of tasks associated with the position can involve some fieldwork, but is predominantly an officebased role, though based in a remote location. Extremes of weather can be experienced (0 in the winter; up to 45 degrees+ in the summer). The position requires a moderate level of fitness and can include lifting, carrying, pushing and pulling loads, bending, climbing and driving a variety of vehicles. The successful applicant must be physically capable of residing at this remote location (Mornington) and performing these activities in order to carry out the inherent role requirements. Responsibilities: 1. Provide administrative and operations support to north west staff Answer telephone and enquiries regarding volunteer activities and general enquiries regarding the north west region. Manage Mornington Wilderness Camp bookings during off season when Camp staff are off duty. Direct phone calls and other queries to relevant members of staff. Manage the supply of office materials and equipment in liaison with regional staff. Maintain appropriate filing system for all administrative and accounting records. Ensure personnel records are submitted promptly to the HR Manager for all north west staff (i.e. annual leave forms, contract documents for new staff), and maintain copies (both hard copy and electronic) on sanctuary, as required and appropriate. Assist where possible in the management of IT equipment, coordinate IT support with Head Office and peripheral office equipment. Prepare and submit quarterly fuel consumption reports to the AWC Finance department. Assist the Kimberley ROM in maintaining an inventory of all assets and infrastructure, including a Administration & Operations Support Officer (NW) Re-ad Sept 14 Page 3 of 6

4 maintenance schedule and systems to record the use and replacement of assets including fuel, equipment and maintenance supplies. Maintain asset lists in the agreed form provided, suitable for insurance purposes. 2. Provide logistics support to north west staff Manage all mail items including the weekly mail service, distribution, postage and couriers. In conjunction with Wilderness Camp Manager, coordinate transport of goods and supplies from Derby/Broome. Coordinate the incoming and outgoing of staff and volunteers via a variety of transport means. Ensure appropriate meal and accommodation arrangements are in place for incoming staff and volunteers. Coordinate fortnightly sanctuary staff grocery shopping and reconcile orders received. Oversee the use of the RFDS box, including regular audits and ordering stock replenishment. 3. Provide accounts support to north west staff As per approved AWC financial policies and procedures: o Process reimbursements for costs incurred by north west employees/volunteers. o Input Imprest account transactions on a weekly basis into the AWC Finance system and submit invoices/receipts to the AWC Finance department. o Reconcile Imprest account on a monthly basis. o Raise purchase orders, as required, in the AWC Finance system. o Receipt purchase orders in AWC Finance system when goods/services have been received. o Record and process supplier invoices and statements on a weekly basis. 4. Assist with operations plans and budget preparation and reporting Assist the NW ROM, Regional Ecologists (NW) and Wilderness Camp Manager, as required, with: o Data required for the preparation of Operational plans and annual budgets for the Kimberley sanctuaries. o Keep up to date records of approved budgets. o Quarterly reports detailing progress in implementing the plans in accordance with the approved format/procedure. o Consolidating expense data in the form required to monitor expenses incurred against budget for both operations and science activities. o Ensuring all expenditure is in accordance with the approved budget and in accordance with AWC policies and procedures. o Necessary financial reports are prepared in accordance with AWC policies and procedures, including monthly reports detailing any expenditure from the Imprest account or credit card. o All required records and paperwork are retained and, as necessary, submitted to the AWC finance department. Collection, recording and banking of all revenue in accordance with AWC policies and procedures. Administration & Operations Support Officer (NW) Re-ad Sept 14 Page 4 of 6

5 5. Provide accounts, administrative and logistics support to the Science Coordinator and Chief Scientist Undertake duties, as listed above in sections 1 4 as required by the Science Coordinator and Chief Scientist. 6. Provide support to Mornington Wilderness Camp Assist the Wilderness Camp Manager with duties, as listed above in sections 1 4, as requested, including: o Financial management including budgeting, financial reporting, collection and management of revenue, asset management and internal controls. 7. Assist with visits by donors and other special groups to Mornington Assist with the organisation of various requirements, in particular special visits during the Mornington Wilderness Camp off season. 8. Assist with staff and contractor coordination including safety As requested by the NW ROM or Chief Scientist: o Coordinate other staff, contractors & volunteers. This may include visitor and volunteer inductions. o Ensure all relevant polices and agreements are complied with in relation to the engagement of staff or contractors. This includes having relevant parties (new staff, volunteers, interns, students and/or contractors) complete and return necessary documentation. o Maintain records, including HR, as appropriate and in a secure manner. This includes emergency contact information, and relevant training certificates including noting their expiry dates and annua leave. o Ensuring timesheets are completed (once new procedure is active), by all employees and volunteers as per the approved procedure. o Be aware of, and prepared to instruct staff, contractors volunteers and visitors, as required, in relation to: The approved risk management plan. Ensuring you and any staff and anyone under your direction have adequate training before using plant, equipment, tools and/or vehicles. Ensuring emergency procedures are posted in appropriate locations. Ensuring incident and near miss reports are filled out and submitted as per the approved AWC policies and procedures, in a timely manner. Administration & Operations Support Officer (NW) Re-ad Sept 14 Page 5 of 6

6 9. Manage the coordinated delivery of the volunteer program in the north west region Liaise with all regional staff to determine appropriate volunteer activities and develop a timetable and annual schedule of suitable volunteer events. Manage and respond to all volunteer queries for the north west region. In conjunction with relevant staff, coordinate volunteer activities including catering, equipment, vehicles, insurance (via head office) etc with particular regard to safety. Liaise with head office to ensure the volunteer database is regularly updated and maintained (in due course this may involve directly maintaining volunteer information on the corporate intranet). 10. Other tasks. Provide assistance to staff, as directed by the NW ROM. This can include organising communal living arrangements (i.e. kitchen cleaning roster), fire fighting duties and other occasions where extreme natural weather events occur. Provide assistance with general day to day operations. Undertake other tasks, as directed by the NW ROM or Chief Scientist. Administration & Operations Support Officer (NW) Re-ad Sept 14 Page 6 of 6