Reports To

Finance & Administration Coordinator

Status

Part-time (2.5 days per week), flexibility may be required at times for quarterly closing and year-end process.

Direct Reports

This role does not have direct reports.

Contract Duration

10 months work cover (mid-November 2024 through mid-September 2025)

Compensation

As a guideline SCHADS Award classification Level 3 + Super

The salary will be commensurate with the level of experience

Location

Remote-working, preferably based in Victoria, Australia

Languages

Excellent skills in oral and written English

Spanish and/or Arabic an advantage

Background

International Detention Coalition (IDC) is a unique global network of over 200 civil society organisations and individuals in more than 75 countries, that coordinates with members and partners on advocacy, research, coalition and capacity building, to end immigration detention and advance rights-based alternatives to detention (ATD).

Role Purpose

IDC’s Finance and Administration Officer is responsible for finance and expense administration, ensuring accurate financial record-keeping and bookkeeping, and supports the enhancement of IDC's finance systems.

Role Summary

IDC’s Finance and Administration Officer is responsible for finance and expense administration, ensuring accurate and efficient financial record-keeping, reporting, data entry, bookkeeping, reconciliations, payroll processing, banking, and compliance activities. This role also supports the enhancement of IDC's finance systems and processes, contributing to the organisation’s financial integrity and operational efficiency.

IDC’s Finance and Administration Officer works closely with the Finance and Administration Coordinator (Line Manager), Operations and Development Manager, Executive Director, and regional team members to provide reliable financial insights and support.

Role Responsibilities

Expense Administration:

• Responsible for making payments according to IDC’s policies and procedures
• Process and manage all expenses and income through DEXT and XERO, ensuring timely and accurate payments

• Maintain records of all financial transactions into IDC’s accounting system, including receipts, bills and invoices
• Administer accounts payable and receivable processes, including payment of overseas invoices in foreign currencies
• Administer accurate and timely payroll processing following IDC’s payroll procedures and calendar (fortnightly for Australia and monthly for Overseas)

Financial Data Administration:

• Ensure current budgets are entered and updated properly in XERO, and maintain and monitor as needed

• Ensure expenses are allocated to the correct accounts and funders each month
• Perform data entry and maintain accurate financial records
• Complete monthly closing processes

• Monitor and maintain IDC’s Asset Register in Xero

Banking and Payment Platforms:

• Monitor banking and payment platform activities, including deposits, transfers, and withdrawals
• Conduct bank reconciliation for IDC’s bank accounts and debit cards in a timely manner, correctly allocating income and expenditure
• Ensure all IDC accounts are balanced each month
• Maintain relationships with banking and payment platform partners and ensure optimal banking and payment services
• Conduct ongoing banking and payment platform administration, including periodic evaluation of effectiveness and scoping of further options

Budgeting and Reporting:

• Assist in preparation and monitoring of budgets, including IDC’s annual budget and project budgets
• Assist in the development of grant application budgets as needed
• Prepare monthly and quarterly financial reports
• At the request of the Finance and Administration Coordinator, monitor, analyse and report on the implications of proposed financial changes as needed

IDC Inc. Compliance and Auditing:

• Preparation and lodgement of Business Activity Statement and Instalment Activity Statement processes
• Preparation and lodgement of Superannuation, STP finalisation, and Workcover Rateable Remuneration
• Support with annual Australian Charities and Non-for-profits Commission Reporting (ACNC)
• Monitor and administer FBT and salary sacrifice entitlements service, update relevant team members as needed
• Monitor payroll and superannuation entitlement law changes, implement as required
• Support IDC’s Finance and Administration Coordinator with annual audit processes and follow-up, as needed

Finance Systems Enhancement:

• Support IDC’s Finance and Administration Coordinator to ensure financial processes are followed accurately, efficiently and in a timely manner by IDC’s team
• Support IDC’s Finance and Administration Coordinator to develop and implement new finance policies and procedures
• Support IDC’s Finance and Administration Coordinator to develop and implement team training for financial tool updates and general financial upskilling

Collaboration and Communication:

• Attend regular meetings with the Finance and Administration Coordinator
• Attend quarterly meetings with IDC’s Finance Committee
• Attend team meetings when possible
• Liaise and respond to relevant financial queries from team members, suppliers, and debtors
• Support Finance and Administration Coordinator in other relevant tasks as needed

Core Responsibilities

• Actively contribute to a culture of collaboration, teamwork, and support within IDC’s team
• Demonstrate a passion for and alignment with the IDC’s mission, vision and core values of innovation, collaboration, respect, representation and being solutions-focused
• Demonstrate an understanding of IDC’s Code of Conduct and other core policies to contribute to a positive and safe working environment for all
• Actively engage with administrative systems, processes, and infrastructure to ensure sustainability and appropriate safeguarding of institutional knowledge, assets and core activities over time

Key Selection Criteria

Essential Criteria:

• Relevant Accounting/bookkeeping degree
• Minimum three years’ experience working as a Bookkeeper or in a finance related role
• Well developed computer skills, including Microsoft Office, Google Apps, general ledger packages and financial reporting systems
• Outstanding organisational skills, ability to multitask effectively, attention to detail and ability to work accurately and within time constraints
• The ability to take initiative and to work remotely and autonomously, to manage competing deadlines, prioritise workload appropriately and work in a flexible manner
• Fluency in written and spoken English
• Strong communication and interpersonal skills, and ability to work effectively as part of a diverse team
• The ability to implement payment workflows, controls and approval processes
• The ability to develop, implement, follow up and update processes and procedures
• Experience and understanding of nonprofit and NGO accounting systems with multiple funding sources, including payroll, asset management and accounts payable/receivable
• Knowledge and experience of Australian accounting systems, standards, procedures and compliance
• Commitment to addressing the issues faced by refugees, people seeking asylum and migrants, particularly those affected by immigration detention
• Experience with XERO Accounting

Desirable Criteria:

• Experience with DEXT software
• Lived experience as a refugee or a person affected by forced migration or by immigration detention

Application Process

To apply for this role, please click "Apply Now" and upload your resume and a cover letter via IDC's online BambooHR portal.

Please ensure that you clearly address all of the key selection criteria in your application.

If you have enquiries, please write to [email protected] using the subject line: Finance and Administration Officer - Remote / Work From Home enquiry via EthicalJobs. Please note that no application will be accepted if sent by email.

Interviews will be held virtually in September.

The selected candidate will be expected to start in November.

IDC values diversity, equality and inclusivity. Applications are welcome from all backgrounds. We especially encourage applications of those from underrepresented backgrounds, including but not limited to gender, race, age, sexual orientation, disability and religion. In particular, we highly encourage leaders with lived experience of the impacts of detention to apply. If potential candidates require any adaptations to usual recruitment processes, please do not hesitate to note this in your application.

A position description is attached.