Position Description – Administration Officer

Further information regarding the Administration Officer role for WFWIA in Australia

Number of Hours required

This is a volenteer role. The time commitment required varies from month to month. It usually amounts to a few hours per week, however there are exceptions  and peak times.  As an example, March 2023 was a high maintenance month, with approximately 30 hours spent on the work.  November is a busy month due to the annual invoicing and 3 or 4 days of 6 hours each can be required.  Also, in November, the Golf Day is run and that requires further invoicing, receipting, and reporting, most other weeks only a couple of hours are needed.

As November rolls into December, many of the sponsors make monetary gifts for their sponsored children and that must be monitored and reported to Nairobi.

Some weeks require very little work and what there is can be left for a while until more comes.

Below is an outline of tasks and responsibilities. 

1. Monitor bank statements for new deposits and post them to the Database.
2. Issue receipts for deposits made by EFT.
3. Monthly, reconcile the database receipts with the bank statements.
4. In November each year, raise charges (if this has been approved by the WFWIA Board) for each sponsor of a schoolchild to cover their sponsorship for the following calendar year. Send out the invoices by email.
5. Follow up unpaid sponsorship in a sensitive manner.
6. Each month, check if any upcoming charges for the next month and issue invoices as above. This would relate to Tertiary Sponsorship.
7. Periodically, on receipt of new profiles of unsponsored children, add them to the database.
8. When enquiries come from a potential new sponsor through info@womenforwomeninafrica.org.au, liaise with that person by email and send information about sponsorship and profiles of available children.
9. Respond to queries from existing sponsors about their children and liaise with WkW staff in Nairobi.
10. When children write letters to their sponsors, they usually get emailed to the Admin Officer and then will be distributed to the sponsors.
11. When sponsors write to their children, they email them to the Admin Officer to be sent on to Nairobi.
12. When requested, provide information from the Database.

 

Qualifications/Experience

No qualifications would be required for this volunteer position, however the successful candidate should have experience in the use of database software, some bookkeeping skills for basic reconciliations and  data entry. Organisation and good communication skills are helpful.

 

Other Skills

The Administration Officer needs to be able to work autonomously from home. Take initiative when required and keep the WFWIA Chairperson updated.

 

If you or someone you know would be interested in supporting WFWIA in this role please CLICK HERE and one of our team will be in touch.

 

Thank you in advance for helping us to support the children of Kibera.