Australian Institute of International Affairs

OFFICE OPERATIONS MANAGER

Position Description

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 financial, 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 be responsible for bookkeeping/account management, administrative tasks, ensuring the smooth working of the office and maintaining 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 $48,000 will be negotiated.

Duties

• Bookkeeping and account management using the Xero accounting program
• Maintain and improve office systems and processes including website, server and financial management
• Liaison and stakeholder management including 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 assists in the recruitment, training and management of four intakes of typically eight interns per year
• Branch liaison and 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 the National Executive Director
• General office administration and maintenance: eg purchasing, records management and supplier liaison
• Overseeing IT and telecommunications
• Responding to telephone and email enquiries

ELIGIBILITY/OTHER REQUIREMENTS

• Eligibility to work within Australia
• Occasional 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 and experience in operations management

2. Proficient bookkeeping/account management skills and experience in Xero or a similar accounting program

3. Proven supervisory and management skills, including:

a) Team building, training and supervision of interns and volunteers

b) Judgement, flexibility, responsiveness and demonstrated performance in the delivery of outcomes

c) Well developed administrative skills with the proven ability to plan, organise and prioritise workloads to meet deadlines and to work under pressure

d)  Ability to work independently and productively

4. Strong communication skills including the ability to network and engage with a variety of stakeholders in academic, diplomatic and official roles

5. (Desirable) Interest and background in international or cross-cultural issues

ORGANISATIONAL PROFILE

A National Institution

The Australian Institute of International Affairs was established in 1924 to promote public understanding and interest in international affairs. The Governor-General of Australia, His Excellency General the Honourable Sir Peter Cosgrove AK MC is the AIIA’s honorary visitor. The National President is Allan Gyngell AO FAIIA and the National Executive Director is Melissa Conley Tyler.

The AIIA is an active contemporary organisation operating nationwide with more than 1,500 members across seven state and territory branches. In recent years the AIIA was recognised as the top think tank in Southeast Asia and the Pacific in theGlobal Go To Think Tanks Index three times.

Promoting Public Understanding of International Issues

The AIIA contributes to understanding of international affairs in four ways:

Providing a Forum for Debate

• Holding around 200 public meetings around the country each year on current issues in world affairs.
• Hosting policy-oriented roundtables and forums on topical issues.
• Organising study tours to further international understanding.

Disseminating Ideas

• Publishing the highly-ranked Australian Journal of International Affairs to disseminate academic research and commentary.
• Publishing the Australian Outlook blog to stimulate debate on international affairs.
• Publishing books such as the Australia in World Affairsseries, International Law in Australia and other titles.
• Dissemination of video and audio material via the AIIA website and media partners.

Educating Young People on International Issues

• Engaging young people in world issues through school and university programs and career fairs.
• Offering young professionals’ and youth membership programs in various states.
• Preparing young people for careers in international affairs through active internship programs.

Collaborating with Other Institutes

• Maintaining and strengthening links with institutes of international affairs worldwide.
• Collaborating with other institutes worldwide through publications and dialogue.
• Working with other organisations in Australia involved in international issues, including through joint publications and events.

CONTACT

For more information see:

AIIA website: www.internationalaffairs.org.au

AIIA Annual Reviews and audited accounts: www.internationalaffairs.org.au/about-us/about-the-aiia/

To discuss further, please contact:

Linda Hague

Office Operations Manager

linda.hague@internationalaffairs.org.au; (02) 6282 2133; 0428 981 785

Melissa H. Conley Tyler

National Executive Director

ceo@internationalaffairs.org.au; (02) 6282 2133; 0409 765 787

Profile: www.internationalaffairs.org.au/about-us/our-people/melissa-conley-tyler/

Closing Date:  Midnight Sunday 28 January 2018

Submit Applications to:  linda.hague@internationalaffairs.org.au