Administrator

Hāpai Public (Institute of Public Professionals NZ); Wellington; On-site; NZD 48,000 - 65,000; Full time

Job summary

Hāpai Public (Institute of Public Professionals NZ) is seeking an organised Finance & Administration Officer for Wellington Central. This role keeps membership, payroll and office operations running smoothly in a small NGO.

Responsibilities include memberships invoicing, record keeping, payroll, HR data, and supporting the Executive Director and Treasurer with financial reporting and audits.

Qualifications

• Experience administering membership databases and CRM systems.
• Knowledge of bookkeeping basics and Xero.
• Experience with payroll systems and HR records.
• Strong planning, attention to detail and organisation.
• Friendly, customer service oriented.

Responsibilities

• Invoince and process memberships and events.
• Maintain member records and respond to enquiries.
• Raise and reconcile invoices; manage payments and expenses.
• Prepare monthly financial reports from the Xero system.
• Assist in financial reporting to the Board and Treasurer.
• Manage payroll, leave and HR records.
• Handle shared inbox and supplier/contractor records.
• Provide admin support for Board and AGM logistics.

Skills

CRM administration

Xero bookkeeping

Payroll processing

Data entry accuracy

Microsoft Office

Customer service

Tools

Xero

Payroll system

Microsoft Office

Job description

Jora New Zealand will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Hāpai Public (Institute of Public Professionals NZ) - Wellington Central, North Island

This is the reliable backbone role that keeps Hāpai Public running smoothly - membership, finance, payroll and office administration. In a small NGO, it makes sure members are looked after, membership fees are collected, payments are accurate, staff are paid, and the Executive Director and events function are well supported.

Key responsibilities

• Invoice and process individual and corporate memberships, including helping people from member organisations activate their membership
• Keep member records accurate in the database, keep the member directory current, and respond to enquiries to support membership retention and growth
• Raise and reconcile invoices for memberships and events, process payments and expenses, and manage accounts payable and receivable
• Prepare monthly Profit and Loss, and Balance Sheet reports of actuals against budget from the Xero accounting system for the Executive Director and Treasurer
• Assist the Treasurer and Executive Director in financial reporting to the Board and financial management of Hāpai Public
• Prepare end-of-year financial information for the Treasurer and accountant and provide information to the auditors for the annual review of the financial statements
• Manage payroll, leave and HR records, ensuring staff are paid on time and accurately
• Manage the shared inbox, correspondence, supplier and contractor records, and filing and document management
• Support meetings including the Board and AGM (logistics, papers, minutes) and provide administrative backup during busy event periods

About you

• Solid administration experience with a membership/CRM and using Xero
• Knowledge of bookkeeping basics, and care with financial accuracy and member data
• Knowledge and experience of using a payroll system and of keeping HR and leave records
• Strong planning skills with attention to detail and organisation, and confidence with databases and Microsoft Office
• A friendly, customer service-oriented manner, and genuine enjoyment of the variety and flexibility of working in a small-team role
• A commitment to public service values and to honouring Te Tiriti o Waitangi

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