We are seeking to employ a new Finance Administration Officer to assist in the day-to-day financial tasks of FoE Australia. Tasks will include processing payroll, associated entitlements, accounts payable, receivable, reconciliations, overseeing digital integration systems, assisting with audit preparations, reports for members and completing other financial administration tasks as assigned for Friends of the Earth Australia.

This position is 3 days a week and would suit a person with a background in accounting and/or considerable experience in bookkeeping, preferably for a not-for-profit. The Finance Administration Officer will report to and work closely with the Finance Coordinator who oversees finance responsibilities for the organisation. This role will be contracted for 12 months, with a view of establishing this as a permanent ongoing position.

About Us

Friends of the Earth Australia is a federation of autonomous local and affiliate groups that are working towards an environmentally sustainable and socially equitable future. FoE Australia functions both through the activities of its local and affiliate groups and on the national level through national campaigns and projects, appointed spokespeople, national liaison officers and the national magazine, Chain Reaction. Friends of the Earth is an anti-hierarchical organisation which uses consensus decision-making processes. This means there are no bosses - and everyone gets a say in how the organisation is run and the strategic direction our campaigns take.

Position Overview

• Title: FoEA Finance Administration Officer
• Contract: 3 days/ 24 hours per week (12 months)
• Wage: $42.65 per hour (1st July 2024), $88,712.00 p.a. pro rata, plus superannuation and entitlements

Conditions: 

• Position is based at FoE campaigns office at 312 Smith St, Collingwood VIC
• The position is subject to a probationary period of three months.
• The Finance administration officer position is supported by and reports to the FoEA Secretariat.
• A working day is 8 hours with a 1-hour paid lunch break and remote work and flexi time can be negotiated.

Key tasks and responsibilities:

Payroll

• Fortnightly processing of payroll and filing of payroll related forms into Xero and to the server
• Ensure record keeping of payroll and staff payments, and other tasks associated with wages
• Support the Finance Coordinator in financial record keeping and payments of Superannuation, Leave entitlement and Workcover as required by legislation for FoEA

Accounts

• Fortnightly processing of accounts payable, accounts receivable and other financial administration tasks
• Financial data recording, reporting and systems maintenance using XERO – banking, payments, receipts.
• Process and reconcile monthly direct debits for recurring donor active friends
• Support NLOs and Finance Coordinator in preparation of annual donation tax receipts and other donation receipting as needed
• Support the Finance Coordinator in other monthly tasks and reconciliations as needed

Data Management

• Data entry and reconciliations for FoEA bank accounts
• Data management and weekly reconciliation of donations and payments received through merchant gateways
• Filing and maintenance of necessary associated tasks with efficient record/bookkeeping
• Maintain and update position manual and work in collaboration with the finance coordinator and finance collective to develop and improve finance related internal processes and systems
• Assist with tasks in preparation for audits and reporting each year

Reporting

• Assist with preparation of reporting for audit and compliance purposes
• Assist with reporting to members and collectives where tasked

Key Selection Criteria

• Experience in using Xero or other similar accounting software
• Experience in processing and managing payroll
• Excellent Excel and spreadsheet skills
• Excellent written and verbal communication skills
• Experience in producing budgets and financial reports
• Capacity to self-direct, attention to detail and to complete tasks on time
• Experience working in a not-for-profit or charitable organisation preferred

Accountability

The Finance Administration officer will work closely with the Finance Coordinator and be accountable to the Friends of the Earth Australia Secretariat, the FoEA Federation and where required to the board of FoEA, known as CoM.

A position description is attached.