IT Project Coordinator/Administrator - World Vision, Melbourne

Closing date:  11 Nov 2011

The Project Coordinator will be a core member of the Field Services Group (FSG) providing the critical support that enables all other team members to carry out their responsibilities effectively. Key areas of support will include correspondence and information management, meeting organization and documentation, monitoring and utilization of the project management system, and various human resource and financial management support functions.

Project Support Maintain overall calendar for team Track submission of team members’ progress reports, and assist Manager, Connectivity Project Management Office in tracking weekly progress of team

Business Administration Support Focal point for Vendor Management Administration: Interfacing with vendors on matters such as invoicing, contract management, procurement and follow-up on any issues arising from the business terms of the contract Billing: Process invoices received from Satellite vendors including the preparation of Payment Requisitions. Liaise with PO Finance to ensure timely processing of wire transfers and charge backs

Financial support Budget development and control: Support team lead and members in development of budgets; receive and review GL reports from PO/Australia Accounting, track project spending, identify areas of concern, and raise these with team lead for action. Payment Requisitions: Process invoices, reimbursements and credit card statements in a timely manner and liaise with Australia finance for final overview on accuracy of monthly SA’s for cost centre Expense reports: Review expense reports from team members and make approval recommendation to team lead; process approved expense reports Facilitate streamlined processing of remote team members’ finances and identify changes needed to enhance this

Human resources support Prepare and process HR forms for team, including Personnel Action Forms and circulate to relevant personnel at PO/Hosting Office Act as link between FSG staff and PO HR regarding queries relating to conditions of employment Maintain spreadsheet that tracks all team members’ holiday and sick leave taken; report this to WVI/IT as required Work with WVI support services to secure any computer equipment or additional items required by team members

Correspondence management Maintain any e-mail groups on Lotus Notes Maintain list of key IT contacts across the WV partnership Monitor FSG email inbox; respond to routine inquiries and forward non-routine messages to appropriate FSG team members Process incoming and outgoing mail related to team

Information production and management Conduct on-line information searches required by team members and summarize results clearly. Assist team member’s as required to prepare presentations, documents, and other products needed by the team, ensuring a high degree of professionalism and clarity Develop and maintain appropriate filing systems (paper and electronic) to ensure easy access to documents

Meeting organization and documentation Lead organization of logistics for team meetings and conference calls, regional meetings, and other events focused on IT development, including identifying venues, collecting participant travel details and arranging transport, preparing materials needed, and other tasks needed in collaboration with on-site staff Take detailed meeting minutes and distribute these to all team members and business sponsor

Other responsibilities: While this job description is intended to be an accurate reflection of the duties involved in this position, WVI reserves the right to add, remove or alter duties when business need dictates. Attend and participate in weekly chapel services and daily devotional meetings. Carry out additional responsibilities and projects as assigned, including administrative and planning functions

REQUIRED: Combination of at least 4 years of university education or relevant experience Preferred: experience in supporting management of a large project with multiple sub-projects Solutions oriented, highly organized, focused and able to set and balance multiple priorities Demonstrated ability to solve problems constructively and efficiently Very strong verbal and written communication skills Positive, can-do attitude with strong inclination towards serving others and teamwork Cross-cultural relational skills Proficiency in using email, MS Word, Excel, and PowerPoint

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