Administration, Welfare & Liaison Officer

Key Accountabilities 

 Liaison and Coordination:

·        Serve as the primary point of contact between AEWV workers, BioGiene, Immigration Advisors and relevant government agencies.

·        Collect AEWV workers from the airport on arrival to New Zealand and drop off at accommodation

·        Facilitate effective communication to ensure that all stakeholders are informed and aligned on program objectives and expectations.

·        Coordinate meetings, briefings, and discussions with various stakeholders to address issues, concerns, and program updates.

 Administrative Support:

·        Source accommodation in the relevant site regions for AEWV workers moving to NZ

·        Manage and maintain accurate records of AEWV workers, including employment contracts, personal information, and compliance documentation.

·        Assist in the preparation of reports, presentations, and documentation related to the AEWV program.

·        Handle day-to-day administrative tasks such as data entry, filing, and correspondence. Inclusive but not limited to assisting other departments within the business as required, booking travel, and coordinating administrative support.

 Compliance and Monitoring:

·        Ensure that all activities related to the AEWV program comply with relevant laws, regulations, and organizational policies.

·        Monitor the working conditions and welfare of AEWV workers, addressing any issues or concerns promptly and effectively.

·        Conduct regular audits and checks to ensure that host employers adhere to program requirements and standards.

 Welfare, Wellbeing and Employee Support:

·        Provide confidential and culturally appropriate support to employees experiencing personal, family, financial, health, workplace, or settlement-related challenges

·        Act as a trusted first point of contact for employee welfare concerns, promoting early intervention and access to appropriate support services.

·        Support AEWV and migrant workers with settlement, accommodation, transport, banking, IRD registration, healthcare, community connections, and adjustment to New Zealand workplace culture

·        Foster positive working relationships and an inclusive workplace culture by supporting communication, cultural integration, and constructive resolution of workplace concerns.

·        Regularly engage with employees and managers to identify emerging wellbeing issues and provide guidance on sensitive people matters.

·        Monitor employee welfare and wellbeing, escalating urgent concerns and supporting staff following incidents, injuries, or significant workplace events in line with company policies.

·        Work collaboratively with HR, Operations, Immigration Advisors, Biowize, and external agencies to meet worker welfare, pastoral care, and immigration-related obligations.

·        Maintain accurate and confidential records, ensuring compliance with privacy requirements and providing wellbeing insights and reporting as required.

 Training and Development:

·        Coordinate and facilitate training programs for AEWV workers, ensuring they receive necessary skills and knowledge for their roles.

·        Support the development of cultural awareness programs to help workers integrate into the New Zealand workplace.

·        Support BioGiene operations with any administrative training and IT support that the sites may require by conducting virtual training via TEAMs when and as required.

 Reporting and Documentation:

·        Prepare and submit regular reports on program progress, worker welfare, and compliance to management and relevant authorities.

·        Maintain accurate and up-to-date records of all communications, incidents, and actions taken.

·        Submit a weekly expenditure report on business travel, additional training costs and assist with compiling ADHOC reporting from departments as requested by your direct report.

Continuous Improvement:

·        Identify opportunities for improving the efficiency and effectiveness of the AEWV program, endeavour to present at least 3 new initiatives annually that improve the efficiency and effectiveness of the program.

·        Implement best practices and recommend changes to policies or procedures to enhance program outcomes.

Requirements of the Role

Experience/Skills:

·        Minimum of 3 years of experience in an administrative or liaison role, preferably within the labor mobility or migration sector.

·        Excellent communication and interpersonal skills, preferably bi-lingual with English and Tetum.

·        Strong organisational and time management abilities.

·        Proficiency in Microsoft Office (Word, Excel, PowerPoint).

·        Knowledge of relevant employment laws and regulations.

·        Problem-solving skills and the ability to handle culturally sensitive situations.

Key Competencies:

·        Attention to Detail: Ensuring accuracy in documentation and communications.

·        Cultural Sensitivity: Understanding and respecting the cultural backgrounds of AEWV workers.

·        Adaptability: Flexibility in responding to changing needs and situations.

·        Conflict Resolution: Ability to mediate and resolve disputes effectively.

·        Teamwork: Working collaboratively with various stakeholders to achieve common goals.

 Working Conditions:

·        The role may require occasional travel to work sites across New Zealand and AEWV worker accommodations.

·        Flexible working hours may be necessary to accommodate the needs of AEWV workers and host employers.