Our Team


Management

  • Director - Frédérique Terzan

Administration

  • Administration Officer - 
  • Teachers' Coordinator  - Maud Duron

Teachers

  • Alexandre Bonnin
  • Charlotte Djenderedjian
  • Jodie Glantzlen
  • Nicolas Granjon
  • Sarah Niahoua

Committee

  • President - Rob Verkerk
  • Vice President - Deborah Gates
  • Secretary - Lisa Noonan
  • Treasurer - François Richeboeuf
  • Committee Members - Patrick Ibbertson, Morgane Patterson, Vesna Fahn, John Martins


Position Available

Job position : Administrator
Location : Auckland – NEW ZEALAND
Time : Full time from January 2019
Langage : English (C1) – French (+B1 or native)
Trial period : Three months renewable

Organisational Context

The Alliance Française d’Auckland is a non-profit organisation whose purpose is teaching the French language and sharing French and Francophone culture. The teaching team at the Alliance is made up of 5 to 6 teachers and the Alliance manages about 1,400 enrolments each year. The administrative team is made up of 5 people: the director; the pedagogical coordinator; the culture and communications coordinator, the receptionist and the administrator.
 
ADMINISTRATOR'S RESPONSIBILITIES 

Administrator’s Responsibilities

Key responsibilities

The Administrator assists management with the day to day activities and support functions of Alliance Française d’Auckland. Their role is important for the cohesion and the ambiance of the team and therefore, their commitment is strategic.
Reporting to the Director, they manage daily financial activities and oversight of administrative personnel, including the organisation of reception. They also coordinate and manage the accountant (external contractor), the auditors during the annual audit and suppliers, clients and external service providers.
The principal objective is to organize all the administrative and financial activities that facilitate the smooth running of the Institute.

 Responsibilities include:

Management

  • Supporting the Director and the administrative personnel of the Alliance by providing administrative support for their roles;
  • Receiving emails from customers and sending them to the right person within the Alliance;
  • Managing filing systems of important documents;
  • Developing and implementing new administrative systems, such as record management of important documents of the Alliance;
  • Recording the Alliance’s income & expenditure by creating excel sheets and/or managing
    the management software of the Alliance (Synergy8, MYOB), and assisting the Director in
    the preparation of the budgets and expenses of the Alliance;
  • Organising the office layout and maintaining supplies of stationery and equipment;
  • Maintaining the condition of the office and arranging for necessary repairs;
  • Writing reports / accounting tables for the Director;
  • Responding to customer enquiries and complaints, to people important to the Alliance
    such as members, auditors, the bank etc.;
  • Standing in for staff during their absence; especially at the reception desk;
  • Ensuring the smooth functioning of work directly with a wide range of individuals at all
    levels - external clients, suppliers etc;
  • Managing process paperwork;
  • Looking after the renewal of different policies and annual maintenance contracts.

HR

  • Helping management recruit new staff;
  • Ensuring the smooth functioning of work directly with a wide range of individuals at all
  • levels - regular staff, Director, etc.
  • Ensuring adequate problem-solving skills among the staff of the Alliance.
  • Monitoring staff overtime.

Accounting

  • Managing the payroll;
  • Preparing weekly and monthly income & expense tables;
  • Ensuring bank deposits;
  • Preparing bank transfers for payment, especially international bank transfers;
  • Preparing and sending invoices;
  • Ensuring that all payments are processed on time by managing funds with the help &
  • supervision of the Director;

Others

  • Supporting each person of the administrative staff, especially the receptionist.
  • Performance objective
  • Provide the Alliance with a high-quality brand image;
  • Improve the reputation of the Alliance Francaise d’Auckland in order to attract new
  • students, members, sponsors, etc.;
  • Increase attendance at Alliance activities, in particular pedagogic activities;
  • Participate in internal communication (vertical and horizontal) and, consequently, the
  • motivation, effectiveness and satisfaction of everyone in their work;
  • Participate in achieving customer satisfaction.

Required skills & Experience

Personal qualities

  • Honesty and integrity, consistent with the ethics and values of the Alliance Francaise d’Auckland;
  • Ability to work harmoniously with all colleagues at the Alliance, at all levels;
  • To be respectful, fair and without prejudice when dealing with others;
  • To not discriminate or comment inappropriately regarding religion, culture, genre, race, nationality, age, etc.

Functional competency

  • Demonstrate ability to work in harmony with staff members in a professional manner, especially in a mutually supportive team environment;
  • Developmental and operational effectiveness;
  • Build strong relationships with external people, focus on impact and results for them and for the Alliance and respond positively to feedback;
  • Consistently approach work with energy and a positive, constructive attitude;
  • Demonstrate openness to change and the ability to manage complexity;
  • Demonstrate strong capacity for organisation, anticipation and to be able to work under pressure with a quiet and efficient attitude;
  • Be comfortable, patient and welcoming with the “public”;


Required level of professional competence Specific

  • At least 3 years’ experience in the field of Administration;
  • Experience on MYOB would be a plus.
  • Proven experience in budget monitoring. General
  • Language Requirements: o French language is required, minimum B1 level; o English language is required, minimum level C1.
  • Competence in Word, Excel, Powerpoint;
  • IT skills sufficient to be able to use the following software : Synergy8 and MYOB.

Please send your resume and letter of introduction to : jobs@alliance-francaise.co.nz


Position2 Available:
Job Position: Receptionist
Location : Auckland – NEW ZEALAND
Time : Full time from January 2019
Langage : English (+C1 or fluent)– French (+A2)
Trial period : Three months renewable

  Organisational Background

The Alliance Française d’Auckland is a non-profit organisation whose purpose is teaching the French language and sharing French and Francophone culture. The Alliance is part of a wider network: 10 Alliances françaises in New Zealand, and more than 830 Alliances all over the world. In Auckland, more than 1,400 students follow our courses every year; and +66% of them buy their courses/workshop at the reception desk. 

  Mission and Functions
   Summary of Key Functions

The Alliance Française’s activity of teaching is its main source of revenue (more than 70% of total income). Therefore, the mission of the receptionist is strategic, as they are the first contact between visitors and the Alliance.
The main aim of their mission is to sell the different services offered by the Alliance. That means the role comprises:

  • Reception and communication functions;
  • Commercial functions;
  • Accounting and administrative functions, as required.

Under the authority of the Director, the receptionist’s functions are as follows:

   Reception and communication functions (in connection with and reporting to the pedagogical coordinator and the communications coordinator):

  • Provide excellent customer service;
  • Greet all visitors in a professional and friendly manner;  Answer phone calls in a timely manner with accurate information;
  • Implement the Alliance’s communication policy regarding the courses;
  • Understand and be aware of all activities taking place in the Alliance to provide accurate information;
  • Manage communication of visitors and students with the various departments of the Alliance;
  • Sort and distribute post and messages to the various departments of the Alliance as well as following up on said messages;
  • Work with the team to be able to deal with customer comments and defuse any difficult customer situations.

   Commercial functions (in connection with and reporting to the pedagogical coordinator and the communications coordinator)

  • Promote and sell all the services provided by the Alliance, including classes, workshops, translation/interpretation, rental of rooms;
  • Implement commercial proceedings, as defined by the Director;
  • Do commercial follow up (outsourcing, potential customer reminder, etc.);
  • Follow up on visitors experience and student enrolments from one session of French classes to another;
  • Prepare the Students’ tables, the Students’ details list, the DELF Exam list;
  • Keep written track of all visitors and students’ requests. Accounting and Administrative functions (in connection with and reporting to the administrator and the accountant)
  • Take payments from students and visitors;
  • Register, invoice, collect and control payment and ensure

    Accounting and Administrative functions (in connection with and reporting to the administrator and the accountant)

  • Take payments from students and visitors
  • Register, invoice, collect and control payment and ensure accuracy of accounts including preparation of receipts/vouchers, efficient and effective management of funds, maintenance of daily cash if any, accounts & stock of books, if any;
  • Capture all the relevant data in the Synergy 8 system;
  • Manage all the administration activities related to the functions of receptionist, including the maintenance of the in/out courier registers;
  • Maintain appropriate hospitality for visitors;
  • Manage the smooth functioning of the Alliance;
  • Maintain an overall welcoming, clean and safe environment around the reception desk and in the common parts, projecting a professional image of the Alliance;
  • Maintain security by following procedures;
  • Participate in the management of access control inside the Alliance’s premises;
  • Be fully conversant with all emergency procedures and take responsibility for the speedy and effective evacuation of the facility in the event of an alarm activation requiring such action.
  • Collaborate with and feed back to the Director and administrative personnel.

          Other functions

  • Take part and feel involved in any activity organised by the Alliance Française d'Auckland, especially in case of ticket sale.

          Impact of Results

Support a strong brand image of quality, professionalism and expertise for the Alliance Française d'Auckland, in order to attract new students, new members, new sponsors etc.

        Required Skills and Experience Functional Competencies

  • Demonstrates ability to work in harmony with staff members in a professional manner, especially in a mutually supportive team environment;
  • Developmental and operational effectiveness;
  • Builds strong relationships with external persons, focuses on impact and result for them and for Alliance and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates openness to change and ability to manage complexities;
  • Demonstrates strong capacity for organisation, anticipation and is be able to face emergencies with a quiet and efficient attitude.

     Qualifications

  • Recent graduate of any 3-year Bachelor’s degree, in the fields of receptionist: business management, administration, communication, hospitality with a major focus on reception, etc.

      Experience

  • At least 2 years proven experience as a receptionist or a similar position.

    Skills
  • Language Requirements:
  • French language is required, minimum A2-B1 (elementary – intermediate) level.
  • Exceptionally, a candidate with a lower level who is interested in learning French after joining.
  • English language is required, minimum level C1.
  • Good organisational and communicational skills;
  • Adequate IT skills: adept in basic MS Office Applications

          Others

  • Excellent presentation.

       Conditions

  • Salary based on profile and experience + competitive advantages offered by the Alliance.
  • Working days: from Monday to Saturday, 5 work days per week
  • Working hours: 40 hours per week.

Please send your resume and letter of introduction to : jobs@alliance-francaise.co.nz