National Office Operations Manager

The AIIA is seeking an experienced person to join its small National Office team as Office Operations Manager. The part-time (30hr) position of Office Operations Manager is designed to assist in project and office management of the AIIA National Office in order to enable professional staff to focus their capacities on furthering the AIIA‘s workplan and building its profile as a nation-wide and international knowledge broker.

The Office Operations Manager reports to the National Executive Director and is in charge of keeping the operation and efficiency of the office up to high standards. The appointee would manage administrative tasks, ensure the smooth working of the office and maintain the National Office‘s systems and records. The role also involves ongoing project and staff management, with a rolling team of typically eight interns to train and manage. It would not be necessary to have a background in international affairs to fulfil this role. However, an interest in international affairs and any previous experience in the sector would be viewed favourably.

This position would ideally be suited to someone who wants interesting and flexible part-time work for family reasons; someone beginning their career (e.g PhD or Master Degree candidate) and looking for an opportunity to develop a broad range of highly valuable skills and experience; or a semi-retiree looking to use a lifetime’s experience and maintain a presence in the field through an interesting and varied role.

The appointee would hold a part-time position with flexible working hours estimated to total 30 per week and would be based in the AIIA National Office in Deakin, Canberra. A package of up to $47,000 will be negotiated (with possible increase for a candidate with bookkeeping skills).

Duties

• Office management: maintain and improve office systems including website, server and financial management
• Liaison and stakeholder management: dealing with senior members of the foreign diplomatic corps, Australian Public Service and the AIIA National Executive
• Staff recruitment, training and management: in conjunction with the AIIA’s Director of Communication and National Executive Director, the Office Operations Manager recruits, trains and manages four intakes of typically eight interns per year.
• Branch liaison: maintain communication with seven AIIA state offices
• Project management and events support: for roundtables and major events
• Administrative support: including scheduling and correspondence
• Monitoring and reporting on interns to National Executive Director
• General office administration: eg purchasing, records management, budget
• Overseeing IT and telecommunications, office maintenance and supplier liaison
• Responding to telephone and email enquiries

Eligibility/Other Requirements

• Eligibility to work within Australia
• Occasion travel may be requested for short periods but is not required

Selection Criteria

Applicants must provide a brief CV and a 2-5 page expression of interest addressing the selection criteria below. Those shortlisted for interview may be asked to provide examples of their work.

1. Demonstrated skills in operations management
2. Proven supervisory and management skills, including:
   1. Team-building, training and supervision of interns and volunteers
   2. Judgement, flexibility, responsiveness and demonstrated performance in the delivery of outcomes
   3. Well-developed administrative skills with the proven ability to plan, organise and prioritise workloads to meet deadlines and to work under pressure
   4. Ability to work independently and productively
3. Strong communication skills including the ability to network and engage with a variety of stakeholders in academic, diplomatic and official roles
4. (Desirable) Interest and background in international or cross-cultural issues
5. (Optional) Bookkeeping/accounts management skills