Finance and Office Administrator (m/f/d)

Job description

The Finance and Office Administrator plans, organises, directs, controls and coordinates the financial and accounting activities of the AusPac office by ensuring accurate bookkeeping, compliance with statutory requirements, and smooth day-to-day financial and administrative processes. The position involves a wide array of finance and administrative tasks and contributes to the effective running of the office operations and finances, including recording financial transactions in the accounting system, processing of payments, review and filing of supporting documents, liaising with service providers, as well as other office related administrative tasks.  
Your Responsibilities
Under the supervision of the Australia Pacific Office Director in Perth and the guidance from the Head of Finance in Berlin, your key responsibilities will include:
Financial Accounting and Bookkeeping 

• Oversee day-to-day financial operations, including recording transactions accurately and timely in the accounting system. 
• Manage cash-flow monitoring, including bank balances, and bookkeeping, including the management of accounts payables (vendors) and receivables (donors/customers).
• Maintain a database with detailed records including obtaining and filing relevant supporting documents.
• Work in coordination with the Global Finance Team based in Berlin, providing information as needed.
• Coordinate the preparation of annual filings, including tax returns and financial statements, in collaboration with external accountants.
• Lead the AusPac office audit and project audit processes, with support from the global finance team.
• Support the external accountants in fulfilling accounting and statutory requirements for the AusPac Office, including 
  1. the filing of tax returns and ACNC registration 
  2. the preparation of the financial statements
• Support project managers in the compilation of financial reports for donors. 
• Support project managers with budget development for proposals, tracking finances and monitoring staff allocations on projects to ensure proper financial management.
• Promote continuous process improvement, reorganization of tasks, and efficient working.
• Ensures compliance with financial legislation and standards.

 AusPac office and operations

• Coordinate payroll processing in partnership with external payroll providers and Human Resources Department based in Berlin, ensuring accurate and timely payment for all employees.
• Serve as the primary point of contact for accountants, lawyers, insurance providers, and other relevant stakeholders to ensure all necessary documents are updated, filed on time, and in compliance with regulatory requirements.
• Manage office supplies and technical equipment, including procurement and inventory management.
• Coordinate office lease renewals and oversee employee benefits renewals, ensuring cost-effective options and timely processing.
• Support project managers in logistics planning and booking of national and international trips, and help with organisation of external and internal events. 
• Support the Office Director with human resources tasks, including onboarding new employees, maintaining employee records, and working closely with the external to ensure accurate HR processing.
• Develop and document operational procedures to streamline office functions and ensure efficiency.
• Ensure the AusPac office’s health and safety regulations compliance.

Your profile

Essential criteria 

• Completed studies in accounting and/or finance or related discipline 
• Experience in using ERP systems and familiarity with Excel 
• Fluency in English is required 
• very accurate, structured and reliable 
• proven ability to work independently and under pressure 
• Team player who is also able to work well and communicate effectively in an international, diverse environment 
• You must have the right to work in Australia National police clearance may be required 
• Minimum of two years’ experience in a comparable position

Desirable criteria 

• Experience working in a not-for-profit/small business Experience in accounting for grants from foundations, institutional donors and/or multilateral organisations
•  Experience with Deltek Maconomy

Our offer

• A job with purpose. 
• With us you will work in a team of highly engaged people and with your skills you can make a positive contribution to our work in the field of climate change.
• We are working in a positive and inspiring atmosphere with an international team 29 days paid annual leave for each year worked (pro rata).
• A flexible work environment.
• Ten days of paid personal/carer’s leave for each year of service (pro rata).
• After twelve months of employment, you will be entitled to three months of paid parental leave at full pay (pro rata) from the company, in addition to the maternity & parental leave entitlements of the National Employment Standards.
• You will be entitled to long service leave in accordance with the legislative requirements in Western Australia.  

We are a diverse and inclusive team and welcome your application regardless of your gender identity or expression, sexual orientation, religion, ethnicity, age, neurodiversity, disability status, citizenship, or any other aspect that makes you unique.  You will be based in an office in the heart of Fremantle, within walking distance to the beach.  Conditions  Application Deadline: 23 March 2026Starting date: As soon as possible Location: Perth office in Fremantle, Western Australia Terms:

• We offer a 1-year contract with the possibility of permanency based on performance and funding. 
• A full-time employment preferred (38 hours per week), a part-time arrangement to 80% may be considered.
• Salary based upon experience ranges from $ 88,025 AUD to $ 100,385 AUD + super (pro rata) based on a full-time position.

For further information send your questions via email to people@climateanalytics.org.  Please apply with your CV, a cover letter and a list of three references, using the application form.