Australian Embassy
China

Office Manager, Defence Attaché Office (LE4)

 

The Australian Embassy in Beijing is seeking expressions of interest from a suitably qualified person to fill the position of Office Manager, Defence Attaché Office. This position is a short term (3 months) part-time position with the ability to be considered for a 12 month contract full-time position.

This position requires a high-level security clearance and, as such, only Australian citizens are eligible to apply.

Please see the attached for the position description and selection criteria. We are seeking high quality written applications.

 

How to apply

Your application, written in English, must include:

  • A Statement of Claims for the position separately addressing each of the selection criteria (maximum 2 pages); and
  • A Curriculum Vitae (maximum 2 pages); and
  • Contact details for two work-related referees, including current supervisor.

Applications should be submitted in writing by email to the Human Resources Section of the Australian Embassy, Beijing at: beijing.hrrecruitment@dfat.gov.au .

The closing date for applications is on Wednesday, 16 August 2017.  Applications received after the closing date and time will not be considered.

Applications that do not address the selection criteria will not be considered.

For further information about this position, please contact beijing.hrrecruitment@dfat.gov.au .

Please note that only applicants short-listed for interview will receive a written reply. If you have not received any communication from the Human Resources Section within four weeks after the close of application, please consider your application unsuccessful. Thank you for your understanding and your interest in working at the Australian Embassy.

 

Agency

Department of Defence

Position number

BJ7-002

Title

Defence Office Manager

Classification

LE4

Section

DEFENCE

Reports to (title)

Defence Administrative Assistant

 

 

 

 

About the Australian Department of Defence

 

The primary role of Defence is to defend Australia against armed attack. Australia’s defence policy is founded on the principle of self-reliance in the direct defence of Australia, but with a capacity to do more where there are shared interests with partners and allies.

The Department of Defence has a framework of values that work alongside the Australian Public Service Values and the values of the single Services to reflect the traditions and identities of the Australian Defence Force (ADF) and the Australian Public Service (APS). The values underpin the Defence corporate culture, contribute to achieving organisational goals and the basis of the behaviours expected of our people and leaders; both APS and ADF:

 

Professionalism       Striving for excellence in everything we do.

Loyalty                    Being committed to each other, our leaders and the organisation.

Integrity                  Doing what is right.

Courage                  The strength of character to do what is right – extending to both courage of convictions (moral    courage) and courage in harm's way (physical courage).

Innovation              Actively looking for better ways of doing business.

Teamwork              Working together with respect, trust and a sense of collective purpose.

 

About the position

The Defence Office Manager is primarily responsible for organising and coordinating office operations and procedures in order to ensure the effective day-to-day administrative functions with the section are completed.

The key responsibilities of the position include, but are not limited to:

  • Provide support to day to day activities and contribute to the achievement of outcomes for the Department of Defence as directed
  • Maintain office accounts including FMA001s, registers, monthly reconciliation records, records of office bids, allocations, claims, FBT records and expenditures
  • Perform routine office tasks such as photocopying, mail reception and dispatch, telephone call management, stationery supplies, contact lists, and filing system maintenance
  • Complete travel arrangements for office staff including the preparation of travel requisitions, bookings, and acquittal of advances
  • Draft and manage office correspondence
  • Maintain DAO calendars including office social and representational calendars
  • Support the organisation and conduct of visits and delegations
  • Organise specific DAO events as directed

     

    Qualifications/Experience

  • Demonstrated ability to perform office administrative tasks
  • Working level knowledge of office software applications
  • Experience working in a small team environment

     

Selection Criteria

Applicants should address all six (6) of the selection criteria below, clearly outlining their claims and specific experience that makes them suitable for this position (maximum 2 pages). 

When you include an example, you should explain:

  • your personal role in the task,
  • the methods you used,
  • any barriers you were able to overcome, and
  • the outcome.
  1. Demonstrated ability to quickly learn and apply agency-specific office budgeting and accounting processes.
  2. Demonstrated ability to perform office administrative tasks including filing, data input, claims processing, managing travel bookings, telephone liaison, and managing appointments and social diaries.
  3. Demonstrated working-level knowledge of office software applications such as MS Word, MS Excel and MS Outlook
  4. Experience in managing or assisting with the management of large functions or events.
  5. Experience working in a small team environment including a demonstrated ability to work under limited supervision.
  6. Demonstrate an awareness of the Australian Government acts, regulations and guidelines, relevant to the performance of the duties outlined in the duty statement.