Submitted by johanna.sanders on Tue, 05/10/2021 - 16:23

National Digital Forum

NDF is looking for a part-time coordinator to support the administration, membership and communication of the board and its associated activities including the annual conference, regional events, and special projects.  

Expressions of interest are invited for the provision of coordination services, executive support and communications management to the National Digital Forum (NDF) Board. The initial contract will be for one year with the option for review/renewal.

The NDF was formed in 2001 and became an Incorporated Society in October 2010. NDF brings together the cross-sector interests of the Galleries, Libraries, Archives and Museums sector (GLAM) relating to digital matters including collections, access and engagement.

Our Mission is gathering and inspiring the digital thinkers of Aotearoa’s cultural sector by:
•    Organising world-leading cross-sectoral gatherings to inspire digital mindsets and leadership.
•    Sustaining an inclusive digital cultural community that works together.
•    Providing space for the cultural sector to explore and respond to the defining challenges of the time.

The NDF Board members include representatives of Te Papa, National Library of New Zealand, and Archives New Zealand, with others elected by member organisations. The NDF Board is made up of volunteers who meet virtually at least 6 times a year (including via videoconference) and hold discussions otherwise via a designated Slack channel. 

The major activity of NDF is an annual conference which attracts over 300 delegates from GLAM organisations. A Board subcommittee undertakes conference planning with a professional conference organising company. The 2021 conference is planned for November this year. 

Executive coordination and communications support to the NDF Board

The NDF Board is seeking independent executive support to cover these areas of responsibility:

•    NDF Board – coordinate and support bi-monthly meetings and annual election
•    Administration – record-keeping for NDF Incorporated
•    Financial accounts – arrange invoicing, payments and reporting
•    NDF website – maintain content and online community management
•    Communications  - maintain the NDFs communication channels and assist with conference communications and marketing  
•    Maintaining the membership database 
•    Annual conference – support the conference committee
•    Regional initiatives – support the regional ambassadors and Board member with regional event oversight 
•    Grants and funding – support the Board to prepare funding and grant applications as needed

The successful contractor may be engaged for research or other projects in addition to the above.

The successful contractor will have:
•    Strong administration, organisational and communication skills
•    An ability to work independently and proactively 
•    Experience using accounting software (Xero) or a willingness to up-skill
•    Experience and understanding of the GLAM and cultural sectors
•    Experience and understanding of digital matters in the context of these sectors
•    Ability to use (or learn to use) tools currently in use by the NDF:
     Squarespace CMS, Twitter, LinkedIn, Slack, Zoom, G Suite(Google), MailChimp      
•    Excellent written communication skills
•    A high level of comfort with managing social media channels
•    Experience in social media content creation 
•    An inclusive approach and ability to create an environment where biculturalism can flourish (within a nation of many diverse
•    A willingness to continuously improve the operations of the NDF
•    Ideally: Experience working within membership organisations or within a Charities Services / Incorporated Society framework

Outputs and hours
Detailed outputs for each area of responsibility will be agreed in negotiation with the successful Contractor.

The hours required per week increase around the bi-monthly Board meetings and periods of high activity, but the Contractor can expect to provide an average of around 10 hours per week of baseline support.

Contract conditions
A maximum fee of $40,000 + GST per year is available, including provision of office services. 

The successful contractor will be responsible for their own equipment, materials, internet access, transport and tax/GST/ACC etc. Reimbursement of actual and reasonable expenses such as postage and printing will be made if approved in advance. 

The successful contractor will be expected to work remotely from their own office. You do not need to be based in Wellington to fulfil this contract.

Additional responsibilities and remuneration may be negotiated separately if resources allow.

The Contractor will be responsible to the NDF Board as a whole, with direct interaction
primarily through the  Co-Chairs, Secretary, and Treasurer.

Expressions of interest are requested, to include:

•    covering letter outlining suitability for the role (max 1 page)
•    brief CV including relevant experience
•    contact details for 2 referees who can speak for your relevant skills

Please send by 5pm on Friday 15th October to:

Teina Herzer
Co-Chair, NDF Board

Closing date: