Executive Officer

1 week ago

Auckland, New Zealand Nz Cold Storage Association Full time

NZ Cold Storage Association – Newmarket, North IslandThis is a part-time role with an estimated input of approximately 2 days per week on average. There are intensive periods where considerably more than 2 days per week will be required and other times where less is required.ResponsibilitiesMaintain and report to the President, Vice President, and Executive Committee members on all matters pertaining to the efficient and effective running of the Association, ensuring compliance with the Constitution and Rules, as well as regulations from the Inland Revenue and other Government Agencies.Develop and submit for approval a financial budget covering the scheduled annual activities.Prepare and mail invoices covering annual subscriptions.Receive, receipt, and bank annual subscriptions on a regular basis.Develop and maintain accounting systems to ensure that the financial affairs are kept in an orderly manner.Make payments as required to maintain the financial affairs.Obtain approval for expenditure for any capital requirements.Submit monthly details of all payments to be made to the President and Vice-President for approval.Submit monthly details of all accounts for the previous period to the President and Vice-President for approval.Recommend for approval and arrange any investments of funds as agreed upon.Submit schedules of personal expenditure on business activities for approval as appropriate.Submit all required records for audit on an annual basis to meet audit regulations.Answer or follow up all audit queries.MembershipActively pursue new membership opportunities and obtain necessary approval for the admission of new members.Visit or make personal contact with each member annually to improve communications.Answer all member queries in a timely manner.Regularly communicate with members to enhance the benefits of membership.Maintain an up-to-date contact list of all Members and Associate members.CommunicationsRegularly update the website to ensure current information is available.Develop aspects of the website to maximize its communication benefits.Provide a regular newsletter to all current and prospective members.Keep members updated on industry affairs by submitting relevant information.ConferencesArrange suitable venues for the Annual Conference as agreed at the Annual General Meeting.Prepare all necessary sponsorship documentation to support the financial requirements of the conference.Prepare and distribute conference registration documentation to all prospective attendees.Maintain accounting systems to record registration, collect and bank monies, confirm bookings, and regularly advise the venue of requirements.Arrange suitable accommodation, food, and venue requirements.Liaise regularly with venue management during the conference to ensure smooth operations and final financial arrangements.Arrange follow-up procedures with sponsors to ensure ongoing support.Prepare the conference program as directed by the Executive Committee.Secure conference speakers as directed by the Executive Committee.Industry ActivitiesRepresent members on relevant committees and forums as directed by the Executive Committee, reporting on all aspects impacting the industry.Represent members on other occasions where such representation is deemed to be in their interest.Actively seek member representation on any committees or forums of interest to the industry.Provide management direction and focus for the Association's Research and Development projects.Executive MeetingsArrange venues, travel, and sundry requirements for Executive meetings as needed.Arrange conference calls when required.Circulate minutes and ensure necessary follow-ups.Annual General MeetingsAdvise members of meetings as required by the rules.Circulate Executive nomination information where appropriate.Circulate minutes and ensure follow-up where necessary.Additional DutiesCarry out additional duties as required by the Executive.TermInitial term of twelve months.Executive Officer RequirementsMust Have ListThe ability to manage the affairs of the Association efficiently.The ability to understand the business of the Association.The ability to promote and represent the Association with Government Agencies such as MPI.The ability to communicate well with the Executive and Association Members and Associates.The ability to organize the Annual Conference efficiently.Adequate computer skills to manage the website (with technical assistance when required).Experience in running a business comparable to the Association.Ability to commit the required time to manage the Association's affairs.Personality conducive to good relationships with the Executive.Good to Have ListDirect experience in the industry.Experience in organizing conferences.Experience in managing an industry organization such as the Association.Willingness to have a part-time role.Experience in dealing with Government Agencies such as MPI.
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