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Administration Coordinator

International Detention Coalition • Full-time • Remote (Melbourne, VIC, AU) • $17.50k - $21.50k / year • 8h ago

Reports To

Operations and Development Manager

Status

FTE 1.0 - 5 days per week

Direct Reports

None at this time

Location

Remote working, based in Malaysia, Thailand or Kenya.

You must have the right to work in the country for which you apply. IDC is unable to support work visa applications or relocation.

Languages

Excellent communication skills in oral and written English

Compensation

Per annum depending on skills and experience:

Malaysia - 74,000 to 84,000 MYR
Thailand - 580,000 to 660,000 THB
Kenya - 2,250,000 to 2,750,000 KES

Background

International Detention Coalition (IDC) is the world’s leading network dedicated to ending immigration detention. We are a global coalition, uniting civil society organisations, community groups and individuals working to end immigration detention and promote non-custodial, rights-based alternatives to detention (ATD). We believe refugees, migrants and all people on the move should be able to live freely while they await the outcome of their immigration case, and we advocate to secure the human rights and dignity of all people impacted by and at risk of immigration detention. IDC is a highly recognised, impact-driven organisation, offering a stimulating workplace committed to local, national, regional and global change. IDC is a fully remote team of approximately 20 professionals who thrive on agility in a constantly evolving global environment.

Role Purpose

IDC’s Administration Coordinator develops and maintains the organisation’s administrative and operational systems, ensuring effective day-to-day functioning and optimisation of internal processes and systems. This role is responsible for ensuring administrative activities and different organisational systems are well-coordinated, documented, and accessible, while supporting the implementation of strong operational procedures, human resources administration, organisational systems management, and timely administrative support across a remote, multi-country organisation.

Role Responsibilities

Systems and Platform Management

Manage IDC’s systems and platforms, including contracts, renewals, licenses, maintenance, cyber security, and optimisation (ie Google Workspace, Zoom, Asana, NationBuilder, BambooHR, etc).
Organise and maintain IDC’s knowledge management system in a clear and accessible manner (ie Dropbox, etc).
Develop and implement processes to support IDC personnel to better utilise IDC’s administrative systems and platforms, provide user support as needed.
Coordinate systemic reviews of main systems in coordination with Finance Coordinator and Operations and Development Manager to ensure cost effectiveness and optimised usage.

Internal Coordination and Communication

Update and maintain internal calendars (ie events, meetings etc).
Coordinate logistics of team meetings (with team members based in different time zones), including calendar administration, meeting agendas, notes, etc.
Coordinate logistics of team retreats, including travel administration, agendas, notes, food, accommodation, etc.

Human Resources Administration

Coordinate and administer IDC’s recruitment processes, including job posting, candidate communications, organisation of recruitment tools for panel members.
Coordinate and administer onboarding and offboarding processes, including administrative inductions and exits to systems and procedures. Ensure all necessary steps are completed by relevant personnel in an organised manner.
Coordinate laptop and tech arrangements during onboarding and offboarding.
Maintain and keep all IDC personnel records updated, organised, and confidential, including in Dropbox, BambooHR, etc.
Develop templates and draft simple HR letters.
Monitor and track leave balances in collaboration with relevant team members, including conducting regular reporting.
Support with securing travel insurances, and monitoring renewal needs.

Finance and Grant Administration

Collaborate with Finance Coordinator to implement expense management processes, including collection and filing of quotes, invoices, bank details, etc.
Maintain inventory lists and asset registers (laptops, software licences), ensure annual depreciation reviews in collaboration with Finance Coordinator.
Collaborate with Finance Coordinator to maintain up-to-date grant record keeping.
Develop and implement grant management processes, including ongoing monitoring of IDC’s grant calendar and reporting deadlines to ensure financial and narrative reporting is completed in an organised manner, and administer submission of reports in coordination with the Executive Director and other relevant personnel.
Support the Executive Director and other relevant personnel to administer grant applications as needed.
Manage Grants management systems (GMS) where relevant.

Membership Administration

Maintain and keep membership records updated, ie in NationBuilder and Dropbox, including relevant contact lists.
Coordinate ongoing application processing, including preparation of applications for approval and applicant communications.
Coordinate logistics of member meetings, such as the Annual General Meeting (AGM), including calendar administration, meeting agendas, notes, etc.

Executive Support

Support the Executive Director with travel plans, in booking flights, accommodation, transport.
Support the Executive Director with routine administrative tasks, including expenses reporting, reimbursements claims, etc.
Support the Executive Director with governance administration, including coordination of board meetings, calendar invites, agendas, notes, etc.
Support with other administrative support required by the Executive Director.

Operations Support

Coordinate organisational insurance renewals, including ongoing review and providing recommendations.
In coordination with the Operations and Development Manager and Finance Coordinator, coordinate a system to complete legal compliance requirements across all of IDC’s entities in a timely and efficient manner.

Collaboration and Communication

Attend regular meetings with IDC’s Operations and Development Manager.
Attend team meetings and retreats.
Liaise and respond to relevant administrative queries from personnel, as well as external stakeholders, etc.
Support the Operations and Development Manager and the Executive Director in other relevant tasks.

Core Responsibilities

Actively contribute to a culture of collaboration and teamwork within IDC’s team.
Demonstrate a passion for and alignment with 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.

The tasks and responsibilities outlined in the Job Description may change throughout the course of employment to meet the organisation's needs. Changes and additions to the role will be directed by management.

Key Selection Criteria

Essential Criteria

Strong administration & coordination experience (3-5 years), ideally in a nonprofit or complex organisation, with proven ability to juggle multiple priorities and deadlines
Systems-savvy and process-minded approach, with experience managing digital tools, shared drives, cloud-based databases, HR systems, and ability to build processes to enhance functionality, usage and improvement
Strong organisation and prioritisation skills, with excellent attention to detail and ability to manage multiple tasks independently, such as contracts, records, grants, governance and compliance tasks
Experience administering compliance for registered entities, including tracking legal obligations, reporting deadlines, insurance, and governance requirements as well as understanding risk management
Demonstrated HR administration experience, including recruitment coordination, onboarding/offboarding, and maintaining updated confidential personnel records
Demonstrated finance and grant administration experience, including expense processes, record keeping, asset registers, reporting deadlines, etc.
Clear and confident communication, comfortable working in a fully remote, multi-country team, and fluency in written and spoken English
Demonstrated experience as a trusted, discreet professional, with a strong sense of accountability, confidentiality, and risk management
A proactive and adaptable mindset, able to work independently, take initiative, spot gaps, and improve systems as priorities evolve
Flexibility to work across different time zones and ability to work with short deadlines
Commitment to the human rights of refugees, people seeking asylum and migrants, particularly those affected by immigration detention
Alignment with IDC’s values and commitment to collaborative, respectful, solutions-focused and inclusive ways of working

Desirable Criteria

Experience in an international or multi-country non-profit organisation is highly desirable
Experience with tools such as Google Workspace, Asana, BambooHR, NationBuilder, Dropbox, or similar platforms is highly desirable
Experience with grant-funded or donor-funded environments is highly desirable