Australasian Fire and Emergency Service Authorities Council

Australasian Fire and Emergency Service Authorities Council

AUSTRALASIAN FIRE AND EMERGENCY SERVICE AUTHORITIES COUNCIL

POSITION DESCRIPTION

Position Title: / Projects & Administration Officer
Australian Institute for Disaster Resilience / Incumbent: Vacant
Reports To: / Manager, Policy & Planning
Australian Institute for Disaster Resilience
Classification:Contract (1 year in the first instance)
Context:
The Australian Institute for Disaster Resilience (AIDR) is an operating division of the Australasian Fire and Emergency Service Authorities Council (AFAC). AIDR operates as a partnership between AFAC, the Australian Red Cross (ARC) and the Bushfire and Natural Hazards Cooperative Research Centre (BNHCRC) under a contract with the Australian Government through Emergency Management Australia for the delivery of a range of products and professional services to the emergency management sector.This position will be employed by the Australasian Fire and Emergency Service Authorities Council (AFAC).
The Australian Institute for Disaster Resilience ( contributes to a more resilient Australia by:
•coordinating and promoting the development and shared use of Australia’s Disaster Resilience Body of Knowledge
•connecting government, business, research and the not-for-profit sectors to turn good information into evidence-based contemporary national principles and practices
•investing in people through the delivery of tailored training, professional development and schools education, and
•engaging widely and deeply within the emergency management sector and fostering new resilience- focused partnerships with the broader community.
Amongst the products and services delivered by AIDR are the Australian Journal of Emergency Management, a family of disaster resilience information and educational websites and the national disaster resilience handbook collection.
AIDR VISION, MISSION & VALUES
Vision
AIDR is respected as the leading source of disaster resilience knowledge to support a safer Australia.
Mission
AIDR leads the development, promotion and utilisation of Australia’s Disaster Resilience Body of Knowledge to inform what we do and to challenge and improve how we think, providing a foundation for excellence in decision-making.
Values
As a leader in disaster resilience activities across all communities, AIDR’s values are built on a foundation of:
Humanity, Respect, Collaboration, Independence and Trust
Primary Purpose of the Position:
This newly created position will provide two core support activities for AIDR:
  • Support for the coordination of AIDR’s review and development of the Australian National Disaster Resilience Handbook Collection; and
  • Administration support to the AIDR office.
The successful candidate will report to the Manager, Policy & Planning and will play an important role in AIDR’s public engagement activities.
This is a hands-on role, working in a small team. The successful candidatewill work closely with the Manager, Policy and Planning to coordinate meetings, document review, preparation of documents for publication and stakeholder management. The position requires an individual withthe confidence and experience toundertake their work with limited supervision and guidance, and who demonstrates a high level of commitment to building and maintaining good customer relations.
The Projectsand Administration Officer will also provide general administrative support to the AIDR team to ensure the efficient operation of the AIDR office. This will include liaison with the AFAC Office, coordination of meetings, contributing to the management of the AIDR Customer Relationship Management (CRM) database and maintenance of agreed office systems.
This is a full-time contract position based in Melbourne.
Key Result Areas:
The successful candidate will be responsible for:
  1. Providing support to the Manager, Policy & Planning to:
  2. Coordinate meetings of steering committeesand working groups and to prepare minutes and supporting documents forthose meetings.
  3. Develop and monitor project delivery plans in consultation with the Manager, Policy & Planning.
  4. Maintaining knowledge of relevant organisations and individuals working with AIDR in the development of the Handbook Collection.
  5. Maintaining the National Handbook Collection and related pages of the AIDR websites.
  6. Liaising with stakeholders and managing their engagementin projects.
  7. Hands-on coordination of:
  8. meeting and venue bookings;
  9. preparationof agendas and materials for meetings.
  10. Contribution to the management of the AIDR CRM.
  11. Maintaining selected office systems for the AIDR team.

Key Relationships:
  • Manager, Policy & Planning, AIDR
  • AIDR Director
  • AIDR Staff
  • National Manager, Emergency Services, Australian Red Cross and their staff
  • AFAC staff
  • BNHCRC staff
Venue staff in private venues and in venues at a variety of emergency service organisations
Selection Criteria:
  • At least 2 years of relevant work experience
  • Demonstrated commitment to high quality customer service
  • Operate effectively in a team environment
  • Excellent communication & interpersonal skills with the ability to quickly build trust and rapport with key stakeholders whilst actively managing expectations.
  • Demonstrated competency in Microsoft Office software.
  • Demonstrated high level of personal drive and integrity.
  • Willingness and ability to operate in a small team with limited direct supervision.

Desirable
  • Higher education degree in a relevant field
  • Meeting coordination
  • Understanding of the emergency management sector
  • Experience in web site content management
Please note that some out of hours work and interstate travel may be required for this role.

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