Office Administrator Role

Prepared by AIESEC Macquarie

MAY 2014







T N - I n - A U - M A - 2 0 1 4 - 1 2 1 4

Cindy Huang | Local Committee Vice-President ICX 2014
E: macquarie.icx@gmail.com | M: +61 412 908 688
1

Introduction .............................................................................................................................. 2
AIESEC Macquarie The Bower Timeline ............................................................................ 3
Job Description ........................................................................................................................ 3
Additional Information ............................................................................................................ 4
Initial Financial Costs.......................................................................................................... 4
Accommodation .................................................................................................................. 4
Documents required for this internship (To be produced at AIESEC interview) ............... 4
Application Process ................................................................................................................ 5
General Preparation ............................................................................................................... 5
Written Applications ............................................................................................................... 5
Preparing your Motivation/Cover Letter ............................................................................. 5
Preparing your CV .............................................................................................................. 6


















Cindy Huang | Local Committee Vice-President ICX 2014
E: macquarie.icx@gmail.com | M: +61 412 908 688
2

Congratulations on taking the first steps with this internship application. AIESEC
Macquarie is located at Macquarie University in Sydney, New South Wales,
Australia. We are proud to host an internship program with The Bower Co-op Pty
Ltd.
The Bower Co-Op Pty Ltd
The Bower Co-op is dedicated to environmental sustainability through practicing
and promoting reuse and repair culture. It does this through its Bower Reuse and
Repair Centre Co-operative collects and, through its members, repairs preloved
household goods then resells them to the local community, diverting 'waste' from the
Sydney metropolitan waste stream.
More than just a second hand store, The Bower is a registered environmental charity
and a resource centre for environmentally sustainable living.
Their missions is to:
Reduce the amount of `hard waste' going to landfill through education, repair,
reuse and resale.
Raise awareness of the value of waste reduction.
Advocate for long life design, repairable products and the use of sustainable,
recyclable materials for appliances and furnishings.
Encourage community awareness of environmentally responsible design and
manufacture.
Provide affordable goods to low-income earners and other disadvantaged groups
in the community.
Involve the community in the development and achievement of these objectives.
Generate employment opportunities and skills training in the community.
Contribute to the social and environmental sustainability of the Sydney
community via these objectives.
Host Local Committee AIESEC Macquarie, Australia
Host Organisation The Bower Co-op Pty Ltd
TN-ID TN-In-AU-MA-2014-1214
Start Date 23 July 2014
End Date 22 July 2015
Duration 52 Weeks
Salary $15,600 AUD per annum paid weekly

The conditions for this internship outlined below are non-negotiable, unless stated
otherwise. Due to the large number of applications we receive, only successful
applicants will be contacted. Understanding and abiding by all requirements below
will increase the likelihood of your application being passed.


Cindy Huang | Local Committee Vice-President ICX 2014
E: macquarie.icx@gmail.com | M: +61 412 908 688
3

22
nd
May, 2014
APPLICATIONS DUE MIDNIGHT AEST (UTC +10)
10 applicants are shortlisted
Advised of interview times for AIESEC Macquarie
24
th
25
th
May, 2014
AIESEC PRELIMINARY INTERVIEWS
AIESEC conducts preliminary interviews
Shortlisted candidates advised
27
th
30
th
May, 2014
COMPANY SELECTION INTERVIEWS
3-5 6 shortlisted applications are sent to the Bower Co-op Pty Ltd for review and
interviews are organised
All applicants advised of outcome
31
st
May, 2014 2
nd
June, 2014
VISA PREPARATION
Visa Preparation weekend
Ready to submit Visa Application
Visa MUST be submitted no later than 6
th
June 2014
2
nd
June, 2014 12
th
July, 2014
PLACEMENT DETAILS FINALISED
Visa MUST be submitted no later than 6
th
June 2014
Accommodation, Tax File Number, Bank Account organised
19
th
21
st
July, 2014
ARRIVAL IN SYDNEY
Candidate arrives in Sydney
23
rd
July, 2014
FIRST DAY OF WORK
Full-time formal employment at Bower commences
Department the intern
will be working
Senior Management
Job Description1 Supplier relationship management including insurances and
stationary
Job Description2 Membership and educational workshops management
Job Description3 Human resources management: manage Staff roster and
meetings
Job Description4 Stock Management, Cash handling and banking
Job Description5 Responsible for office administration and filing system
Job Description6 Website development including online auctioning system
Measurable results
expected from the
intern
Efficient workshops and membership management systems
Well organised and easy to use filing system
New and smooth operating website including online
auctioning system

Cindy Huang | Local Committee Vice-President ICX 2014
E: macquarie.icx@gmail.com | M: +61 412 908 688
4


Every applicant must be in a financially viable position to cover the following costs prior to
the internship starting dates:
Australian VISA administration fees will approximate to $365.00AUD.
Returned air flights will approximate to $2000.00AUD.
Accommodation bond will approximate to $800.00AUD (Equivalent of one month of
rent, will be returned at the end of the internship).
Health insurance per months will approximate to $150.00AUD (purchased locally)
Intern will require between $500-$1000 to cover other initial expenses upon arrival
The allowance/salary offered with this internship position is only enough to cover basic living
costs in Australia: accommodation, food and transport. Family support during the time
overseas which would be necessary in emergency situations and to cover additional lifestyle
expenses, travel costs, clothing, etc.
Furthermore, any exchange participant traveling to Australia for this program will be required
to send through a copy of their recent bank statement. The bank account must belong to the
exchange participant. The minimum recommended amount for travelling to Australia is
$5000.00. This amount is aside from the above costs. Otherwise a letter of financial support
from a relative will need to be written, signed and presented to us, alongside a copy of their
bank statement. The bank statement is a requisite for VISA processing, by the Australian
Government VISA processing department.
Accommodation is paid for by the intern, it will however, be organised by AIESEC
Macquarie. Please note that Australias cost of living is relatively higher than others.
After the applicant is selected into the program, they are required to complete and compile
the following documents as soon as they are accepted into the internship program. The
exchange participant must be as efficient as possible in delivering these documents to
ensure the planned arrival date is met.
To be produced at AIESEC interview:
University reference letter
English language exam results (IELTS, TOEFL, or equivalent)
Proof of passing MRB (ask your EP manager)
Copy of Passport
Copy of Birth certificate
Evidence of financial capacity to support oneself in Australia, such as bank
statements with excess of $5000, or a letter from your financial institution stating your
financial position, or an endorsement of financial credibility (eg. a letter from a parent
stating they will be supporting your living expenses not covered by AIESEC
Macquarie or The Bower Co-op Pty Ltd for the duration of the internship)
These documents must be sent to AIESEC if you are selected for preliminary interviews.


Cindy Huang | Local Committee Vice-President ICX 2014
E: macquarie.icx@gmail.com | M: +61 412 908 688
5

1. Read this whole document and Job Description carefully if you have questions do
not hesitate to ask us via macquarie.icx@gmail.com, but please note, applications
will NOT be accepted via email.

2. Analyse whether the skills and experiences you possess make a good match with
the Candidate Requirements of the internship

3. Understand the organisations business from their website. Make sure you do
your research just like with any job search!

4. Make sure the starting date & ending date are realistic for you There is no room
for negotiation on the timeline

5. Make sure you take into consideration the language status requirements of the
internship, proficiency in English is a must, and the others are not essential.

6. Ensure that your EP status is AVAILABLE. Contact your EP manager and/or LC EB
for more information on changing from New to Available.

7. Please apply through this link: https://podio.com/webforms/5566343/436806

8. Due: 11:59pm (UTC) on 22
nd
May, 2014

1. Your application package should be ONE single PDF document (not word, not separate
files) consists of:

Motivation/Cover Letter
CV or Resum
Evidence of Tertiary Graduation (photocopy)
Academic Transcript
Use this: http://www.pdfmerge.com
NB. If your application is not in this format, then it will not be accepted.
2. The TN Manager will send you any required information after your application.
Information regarding the next steps of the application process is set out below.
There will be a 2-stage interview process. You must be available for BOTH the
interviews.

3. Your EP status MUST be set to available. New EP forms cannot be matched or even
apply to available TNs. Please check with your EP manager in advance so you don't
miss any deadlines!
Cannot exceed 1 page and make sure you address (direct) your cover letter TO THE
BOWER REUSE & REPAIR CENTRE and include the following:

Cindy Huang | Local Committee Vice-President ICX 2014
E: macquarie.icx@gmail.com | M: +61 412 908 688
6

a) Your Personal Motivation to work in that position and the organisation
b) Summary of the relevant skills & experiences in paragraphs that match the requirements
of that specific position
Note: A Motivation Letter that is NOT customized gives a very negative impression to the
individuals doing the selection. It shows that the applicant seems to be randomly applying to
a lot of jobs simultaneously and is not committed to any one in particular.

Cannot exceed 2 pages and make sure you adjust your CV to the particular TN and
include the following (this is a suggested format):
1. Your career aspiration (2-3 lines)
2. Personal: Make sure this information is the most current that you use frequently.
Contact Information (Email & Phone number OBLIGATORY)
3. Academic Background and Education Information
Could add courses relevant to the job requirements
Graduation date (planned graduation date)
Grades (Must have academic transcript available for inspection)
4. Professional Experiences
Include only those which are relevant to the job requirements
Under each job experience, give 2-3 bullet points about your relevant
achievements in this role
5. IT Skills and Language Skills
Be specific and accurate of your level of proficiency

All the best with your application, and we hope to see
you here in Sydney, Australia on the 23
rd
of July, 2014!