Administrative and Financial Administrator

4 hours per week and building towards 8. This is on an hourly contract due to the nature of workflow.

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Position Overview:

We are seeking a skilled and detail-oriented Administrative and Financial Administrator to efficiently manage day-to-day emails, handle mail collection and distribution, prepare financial reports, take minutes for board meetings, handle banking transactions, reconcile accounts, file annual charity returns, arrange for the preparation of the Performance Report by the accountant, prepare the necessary documentation and arrange the annual audit with the Auditor, and perform various other administrative tasks as directed by the board.

See and potentially combine with other contract or part-time roles currently available with NZCN:

• Communications and Content Coordinator
• Event Coordinator
• Pray as One NZ – Team Leader

Place of work, software, and equipment:

• Remote work – NZCN does not have any office facilities
• You will need to provide your own computer equipment, cell phone, internet connection, and office equipment
• Most meetings take place on Zoom. The Working Board meets for 1 hour monthly, and staff meet briefly on a weekly basis to discuss work for the week
• Most communication is handled via email or in Teams (MS Office 365) and files are stored and shared in SharePoint
• NZCN pays for all subscriptions for software and online applications
• Flexible working hours may be required to accommodate board meetings, ticket sales/registrations for events, and financial reporting deadlines

Key Responsibilities:

1.      Email Management:

• Manage and respond to emails promptly, ensuring proper communication and redirection of messages to appropriate team members
• The creation and sending of invoice and other communications as required

2.      Mail Collection and Distribution:

• Collect, sort, and distribute incoming mail to the respective recipients
• Package and send Te Rongopai DVD orders, which is currently 1-2 a month, via courier

3.      Financial Reporting and Reconciliation:

• Prepare accurate financial reports, including profit and loss statements, balance sheets, and cash flow statements
• Reconcile accounts between Xero, WooCommerce (online shop), and MemberPress (membership platform) to ensure financial data consistency and accuracy
• Arrange for the preparation of the Performance Report by the accountant
• Prepare the necessary documentation and arrange the annual audit with the Auditor

4.      Minutes Taking for Board Meetings:

• Attend board meetings and accurately record minutes, summarising discussions, decisions, and action items
• Distribute the minutes in a timely manner, ensuring alignment with the board’s expectations

5.      Banking and Financial Transactions:

• Manage banking transactions, including deposits, withdrawals, and transfers, while adhering to organizational financial policies and procedures
• Charity Compliance and Reporting:
  • File annual charity returns and maintain compliance with relevant regulatory requirements, providing necessary documentation and reports as needed

6.      Record Keeping and Filing:

• Maintain organised records and files, both in physical and digital formats, to ensure easy retrieval and access to important documents

7.      Administrative Support:

• Provide general administrative support, including scheduling, travel arrangements, meeting coordination, and other related tasks to support the organisation’s operations

Qualifications:

• Strong financial acumen and experience in financial reporting and reconciliation
• Excellent organisational skills and attention to detail
• Proficient in using financial software (Xero) and managing online platforms (WooCommerce, MemberPress)
• Exceptional written and verbal communication skills

Preferred Experience:

• Previous experience in administrative and financial roles, preferably within a non-profit or charity organisation
• Familiarity with charity compliance, financial reporting, and reconciliation processes

Application Process:

We are seeking a proactive and reliable individual to manage administrative and financial functions critical to our organisation’s smooth operation, financial transparency, and compliance with regulatory requirements.

Interested candidates are invited to submit their resume, cover letter, and any relevant references to Stuart Lange.