CO-ORDINATOR Position- African

Communities Form Incorporated (ACOFI)

JOB DESCRIPTION
JULY 2015
Location:

Auckland

Hours of Work:

8 Hours per week (Monday- Friday)

Responsible to:

President, ACOFI
Designated ACOFI Executive

Committee members

African Communities Form Incorporated (ACOFI) has an expectation that its

staff members will:

Demonstrate an understanding of, and commitment to, our work

principles, including a commitment to meaningful relationships with
tangata whenua; diversity of ethnic communities; diversity of cultures;
Agree and work with the ACOFI's stated vision, mission and goals (as
stated in our Strategic Plan), and to abide by the ACOFIs operational
policies and procedures.
Incorporate the principles of continuous quality improvement into all
activities.
Comply with all health and safety procedures to ensure their own safety
and the safety of others in the workplace and actively participate in
maintaining a safe working environment at the ACOFI.

JOB ENVIRONMENT
African Communities Forum Inc (ACOFI) is the organization that recognizes
that there are different and diversified ethnic African communities in New
Zealand and Auckland in particular. The ACOFI Office is in Auckland. These
African communities have different needs, cultures and interests. ACOFI
strongly believes in the importance of its advocacy role it plays to ethnic
African communities in Auckland.
ACOFI implements the Work Program (WP) that has, among others, the
following objectives:

The ACOFI is an established platform for ethnic African communities

The ACOFI aims to improve integration of urban African migrant and

those from a
refugee background

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The ACOFI promotes social well-being via creative social and

networking events

The ACOFI engages with government and Local government Boards in

a view to
feedback information to its wider membership

The ACOFI makes submissions on behalf of the diverse communities

on wellbeing and policy matters

The ACOFI collaborates with other organizations including the NZ

African National
Council to provide solutions to common problems such as safety,
health,
employment, education.

PRIMARY OBJECTIVES
The ACOFI Co-ordinator will work with the ACOFI President and ACOFI
Executive to further and enhance the advocacy roles that ACOFI wishes to
achieve. The Co-ordinator works to ensure that, inter alia, the following
objectives are achieved:
To provide a first point of contact to the ACOFI organization
To support the ACOFI Executive Committee members with advocacy
work; project and event management; meeting organization; issue
and data analysis; and administrative tasks
To increase the profile of the ACOFI with ethnic communities and key
stakeholders in order to achieve the vision of the ACOFI
To maintain professional working relationships with ACOFI members
and with key stakeholders
To ensure that the ACOFI office and services are accessible to
members and the wider ethnic community
To ensure strategic partnerships are developed and maintained
To maintain quality personal interaction with ethnic community
members and other key stakeholders
To coordinate the maintenance and updating of social media to
ensure they remain current, relevant and develop community
ownership

FUNCTIONAL RELATIONSHIPS

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Responsible To

President, African Communities Forum Inc

Designated
members

Responsible For

ACOFI

Executive

Committee

The ACOFI Co-ordinator is responsible to the ACOFI

President and designated ACOFI Executive Committee
member(s) who will provide operational and strategic
supervision and support.
NIL

Internal
Relationships

The ACOFI Co-ordinators has an internal working

relationship with:
ACOFI President
Designated
ACOFI
Executive
Committee
member(s)

External
Relationships

The ACOFI Co-ordinators has an external working

relationship with:
African community members
African & Ethnic organisations and groups
(major and minor)
Other agencies and key stakeholders

KEY TASKS
KEY TASKS

EXPECTED RESULT

Relationships and Partnerships

Ability to operate effectively

and professionally in a
governance/management
environment

Able to successfully negotiate

the interface between
communities, key stakeholders
and the ACOFI

ACOFI Coordinator must

measure
to
the
requirements of the job in
terms of management and
government issues.

Strategic liaison, advocacy,

brokerage and capacity
building with key stakeholders

Good
results
in
the
achieving the objectives of
ACOFI

Research and analysis of issues

and data relevant to ethnic
communities

Good understanding of
basic research principles
and methodologies
The ACOFI is responsive to
community
concerns
about
advocacy
and
community
empowerment.
Ethnic
Community groups have

Written and oral

communication: Ability to
communicate professionally
and empathetically with key

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access to accurate, up to
date information and use
this information as part of
their
response
to
community issues that
affect them.

stakeholders including diverse

ethnic communities and
agencies; ability to prepare and
present reports as required

Engage with ethnic communities

Proactively identify and analyze

community issues and support
ACOFI to undertake advocacy
on these issues

Identify key ethnic

organizations and informal
groups

Identify key contacts in diverse

ethnic communities, keep up to
date contact details and
facilitate the development of
strong mutual relationships

Identify key meetings of ethnic

organisations and groups and
major forums organised for the
ethnic sector

Coordinate activities of Board

members to support
engagement with wider ethnic
communities and key
stakeholders

Event management

Assist project manage with

organisation, logistics and
successful delivery of the
monthly ACOFI Members Forum
and other ACOFI events as
these are scheduled; e.g. Race
Relations Day celebration

Assist with the promotion of

the forum and other ACOFI
events through media,
internet, flyers and email
distribution of information

Arrange catering for meetings

and other events

Dealing with the ethnic

communities in an
effective and professional
manner all the time.

Fully participate
events

ACOFI Coordinator Job Description July 2015- July 2016

in

all

ACOFI

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Purchase and maintenance of

events supplies

Data base management

Maintain and update database

of the ACOFI membership

Maintain and update database

of contacts for individuals and
relevant agencies

Office Administration

Handle office enquiries from

drop-ins, telephone calls and
email. Update registers and
perform the necessary actions
from these enquiries

Take appointments as required

and update appointment book

Handle incoming and outgoing

mail in consultation with ACOFI
Executive members

Undertake clerical duties such

as filing, photocopying, agenda
and minute taking, and report
writing

Maintain the ACOFI office in a

clean and tidy state, including
regularly filing documents,
vacuuming, dusting and
organisation of informational
flyers and brochures

Computer literate: MS Word,

Excel, PowerPoint, Publisher

Meetings

Attend some meetings

including monthly Executive
Committee meetings and take
minutes of the proceedings
where required.

Attend some sub-committee

meetings and meetings with
external parties as required by
ACOFI

Finance and Purchasing (working

Keep and maintain data base

and ethnic community contacts

Effectively
and
professional
execute office work

Attend all relevant and important

meeting that will enhance the
presence of ACOFI

Closely and professionally work

with the ACOFI Treasurer and

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in conjunction with ACOFI Treasurer

and President)

Proactively source funding

options and prepare relevant
applications on a regular basis
and give comprehensive
update at monthly board
meeting

Familiarity and/ experience

with funding application and
requirements for reporting

Website
update
ordination

and

President in all relevant financial

matters.

co-

Initiatives to ensure and

improve user engagement
are undertaken regularly

ACOFI website is kept

dynamic

Effective relationships
with web developers are
maintained

The ACOFI Facebook

presence is effectively
managed and maintained,
including new initiatives
taken to improve user
engagement

Ensure all material is up-todate and that all links are live
and accurate
Coordinate management of all
webmaster tasks and
responsibilities in the
maintenance of ACOFI website
Monitor and manage social
media, including the ACOFI
Facebook page.

Social media

Update social networking

media and sites such as
Facebook and others as they
emerge

Marketing and Promotion

Prepare flyers for special

projects and events and
circulate to wider community

Assist the ACOFI in the

marketing and promotion of
the organisation

Prepare quarterly newsletter

and media releases as required

Be proactive on all marketing

and
promotional
matters
involving ACOFI

Community Liaison

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In consultation with the Board,

network with other community
groups and agencies whose
work is relevant to the goals of
the ACOFI
Inform ACOFI on all relevant
matters in an effective and
Provide work progress report to professional manner
the Boards monthly Executive
Committee meeting

Reporting

Complete funding application

reports as required, in
conjunction with relevant
Board members.

Other Tasks

Perform other tasks as advised

by the Board

Expected to cooperate on all

matter for the benefit of all
ethnic
communities
in
the
Waitakere area.

Remuneration

An hourly rate of $20; equating

to a pro-rata salary range of
$7,600-$8,000 p.a. (gross).

SUPPORT
The ACOFI Coordinator will be given the necessary support by ACOFI
Executive, through the President in order for her/him to discharge the
required duties.
Supervision
Supervision meetings will occur as will be determined by ACOFI through the
President
Performance Appraisal
Performance appraisal that includes self, peer, and manager assessment
will be carried out annually.
Professional Development
The value and advantage of education and staff development for both the
worker and the ACOFI is recognised. ACOFI expects its staff to engage in
self professional development in order to move with the ever-changing
environment and technology.
Conditions of Employment

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Terms and conditions of employment are set out in the Individual

Employment Agreement between an Employer and an Employee.

ACOFI CO-ORDINATOR
PERSON SPECIFICATION
These specifications strongly guide the short listing process for appointment
to this position.
QUALIFICATIONTechnical training or a formal tertiary qualification
S
(Diploma or Degree) required in relation to at least one of:
Community Development/ Social Work
Project Management
Management/ Office Administration
Communications and Social marketing
Human Resources/ Business Management
ESSENTIAL
KNOWLEDGE,
EXPERIENCE
AND ABILITIES

a) Previous work experience in office administration

b) Demonstrated involvement with, understanding
of, and commitment to, diversified ethnic
communities
c) Advanced understanding of social marketing,
behaviour change and community development
theory and practice
d) Excellent oral and written skills in English
e) Ability to work effectively in a team environment
as well as work effectively independently - self
motivated
f) Ability to work flexible hours
g) Understanding and ability to manage
personal/professional boundaries
h) Ability to prioritise work effectively, manage
changing and conflicting demands
i) Professional approach to diversified ethnic
communities
j) Knowledge and empathy of diversified ethnic
communities
k) Full and current driver's license
l) Knowledge and awareness of people from a wide
variety of cultural and social backgrounds
including an understanding of relationship
development and management

MULTICULTURA The ACOFI is committed to being a multicultural

LISM
organisation that respects the Tangata whenua (people of
the land) - the Maori and respect the principles of the
Treaty of Waitangi.
PREFERRED
KNOWLEDGE,
EXPERIENCE
AND ABILITIES

a) Knowledge of issues relating to office organization,

Word Processing and use of email and internet
b) Previous experience in dealing with diversified
ethnic communities

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