Vacancy – Office Manager, Defence Attaché Office (LE 7)
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 full-time fixed term 12 month contract with the possibility to extend.
Please see the attached for the duty statement and selection criteria. We are seeking high quality written applications. Your Application should include a cover letter, CV and statement of claims directly addressing the selection criteria. All applicants should provide detailed contact information for two referees.
The application period will close on 27 November 2015.
Applications should be submitted to the Human Resources Section of the Australian Embassy, Beijing at: [email protected]
Please note that only applicants short-listed for interview will receive a written reply. Thank you for your understanding and your interest in working at the Australian Embassy.
Duties:
1. Manage the day to day running of the Defence Attaché Office and contribute to the achievement of outcomes as directed.
2. Perform routine office tasks such as photocopying, mail reception and dispatch, telephone call management, stationery supplies, contact lists, and filing system maintenance.
3. Maintain office accounts in accordance with the Defence Financial Manual (FINMAN) and the Public Governance, Performance and Accountability (PGPA) Act 2013 . Maintain and manage registers, monthly reconciliation records, and records of office bids, allocations, claims, fringe benefit tax records and expenditures.
4. Manage travel arrangements for office staff including the preparation of travel requisitions, bookings, and after-travel acquittal.
5. Draft and manage office correspondence including faxes, minutes, letters and emails.
6. Manage Defence Attaché Office calendars including social and representational calendars.
7. Support the planning and conduct of Defence visits to China, including domestic travel and accommodation bookings.
8. Support the organisation of Defence Attaché representational events.
Qualifications and experience:
.
The following is essential requirement for the applicant:
Have excellent English language proficiency (spoken and written).
The following is highly desirable in the applicant:
Have at least basic proficiency in Chinese language.
Selection criteria:
Applicants should address each of the selection criteria and provide examples which demonstrate their ability to perform the duties of the position.
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.
Please limit each selection criteria response to 400 words.
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 in working in a small team environment.
Referees:
Applicants should nominate two referees as part of their application.