Operations Administrator

Te Pae Tawhiti: A just, inclusive and sustainable world for everyone, now and for future generations. 

Operations Administrator

• Are you an operations administration superstar?
• Be part of a small passionate team
• Support all levels of the organisation, right from the Executive Director through to the wider team

Are you ready to make a real impact on the world? Join us at Oxfam as our Operations Administrator and become part of a power force that challenges global injustices and fights against poverty and inequality. We’re not just an NGO, we’ve a movement committed to taking on the most pressing threats of our time.

At Oxfam, we tackle the urgent issues of Climate Breakdown and Inequality for Women and Girls. This is your chance to be part of an international team with a reach that spans the globe. You’ll work alongside like-minded individuals who embody our core values of Māia, Manaaki, and Tika in everything they do.

 Job Purpose:

The Finance and Operations team provides efficient operational support to the organisation in the areas of finance, human resources, data services, office maintenance, administration, legal, risk and compliance. We strive to be an approachable, high performance, ‘can do’ team that provides solutions, advice and systems that enable our people to focus on our organisation's overarching mission. The role plays a pivotal part in supporting Oxfam Aotearoa’s initiatives, making a tangible difference in the lives of those in need and advancing the organisation’s mission for a more just and equitable world.

This role sits in the Finance and Operations team, supporting the wider organisation with administrative functions. The role provides, but not limited to, timely and effective administrative, technical and coordination support. This includes HR administration, finance assistant support, administrative assistance to the ED and leadership team, IT administration, support with travel bookings and overseeing day-to-day office coordination.

Competencies

Knowledge, skills and experience

• Relevant work experience in an administrative or organisational operations service capacity. This includes experience of managing office-based projects, organisational systems and processes, organisation wide meetings and/or functions.
• Relevant qualifications in administration and operations, or appropriate relevant work experience, preferably in an NGO environment.
• Experience of servicing or providing administrative support (including high quality minute taking) for a standing committee, governance body, management and/or project team(s)
• Experience of the principles of organisational policy development and of writing operational policy documents and reports
• Experience in familiarity with New Zealand financial systems and New Zealand accounts processes, preferably in Xero.
• Good understanding of policies pertaining to electronic payments and delegated authorities.
• Experience of providing effective and professional support services to a diverse range of stakeholders (internal and external) at different levels of an organisation
• Intermediate knowledge and experience of using Microsoft Office applications particularly Word, Excel, PowerPoint and Outlook.
• Knowledge or experience of using contact relational (CRM) databases
• Excellent relationship management skills and a competent and professional manner with people (on the phone and in person)
• Knowledge and/or experience of Health & Safety practice/ NZ legislation is desirable
• Knowledge and/or experience of Windows environments or basic IT troubleshooting is desirable

Personal attributes

• Strong people focus and interpersonal skills, with proven outstanding relationship management skills and professional manner in dealing with people (on the phone and in person)
• Calm natured, considered ‘quite unflappable’
• Expert in organising and prioritising work, especially when managing multiple changing and conflicting priorities
• An eye for detail, with a strong need to dot i’s and cross t’s
• Highly adaptable and unfazed when needs change – happy to work across a range of tasks, big and small
• Excellent communication skills (written and verbal)
• Good numeracy skills, not frightened of using a spreadsheet to calculate answers to large volumes of data
• Self-motivated and with a proven ability to work both autonomously, with minimal supervision, and as a member of a team
• A self-starter, with the ability to take the initiative and who strives for personal and organisational improvements in all tasks
• Understanding and ability to manage personal/professional boundaries
• A commitment to Oxfam’s mission and values with a demonstrated interest in social justice and international development issues, including those in which Oxfam is engaged
• Confident and mature approach and a willingness to accept a diversity of experiences, backgrounds and perspectives
• Able to appropriately manage confidential, personal information
• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work
• Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible
• Knowledge of te reo Māori me ōna tikanga and/or a willingness and a desire to grow in this area
• Ability to be present in the office 4 days per week, as is required by this position.

 Apply now:

Applications closing date: Thursday 12 September 2024. Shortlisted candidates will be contacted soon after this date with interviews Thursday 19 September 2024. Only candidates living in Aotearoa New Zealand with the right to work here need apply. 

Employment Type: Permanent

Employment FTE: Part-time - 4 days per week (32 hours)

Minimum Experience: Mid-Level 

About us..

Oxfam Aotearoa believes in a just, inclusive, sustainable world for everyone, now and for future generations. We are here to change and transform the systems that drive climate and gender injustice.

With a vision for the future that is deliberately different to the status quo, Oxfam Aotearoa has evolved as an organisation. Across the world, Oxfam continues to grow its focus on systems change through influencing. No longer wanting to be a traditional ‘charity’ organisation, Oxfam is actively seeking to facilitate, support, nurture, inspire and spark collective action to transform the systems that create and entrench discrimination, exclusion and poverty.

Our work is focused in the places where people are trapped in poverty and injustice, despite their incredible resilience and drive to change things. Our international development work spans advocacy, mobilisation, partnering to deliver in-country programmes, and humanitarian response. Across this work, we build collective power to influence the people who can decide whether or not to alter unhelpful structures, whether these people are in governments, corporations, regional or international organisations, or in communities.

We couldn’t do what we do without the generous Kiwis who share our vision, kindly donating time and money to support our vision. We raise funds for the greatest impact possible through a sophisticated public fundraising programme, and through partnering with institutional donors such as the New Zealand Ministry of Foreign Affairs and Trade. 

Please send in your application accompanied with a cover letter including telling us why you want to work for Oxfam Aotearoa; admin@oxfam.org.nz