Vacancy – Office Manager, Defence Attache Office (LE 8)
The Australian Embassy is seeking expressions of interest from suitably qualified Expatriate person (Australian citizen only) to fill the position of Office Manager, Defence Attache Office. This position is full-time fixed term 24 months contract with a possible extension. The annual salary for the position is RMB339,353.18.
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 15 February 2013.
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.
ADVERTISEMENT OFFICE MANAGER, DEFENCE ATTACHE OFFICE
Job Title: Office Manager
Division: Defence Attaché Office
Location: Australian Embassy Beijing, People’s Republic of China
Section: Australian Defence Department
Job Type: Contract (two-years). Full time
Salary: ¥339,353.18
Classification: LE8
Clearance: Australian Government Negative Vetting 1 (SECRET)
Subordinates: None
Supervisor: Assistant Defence Attaché
Position No: 10131
Contact officer:
Joanna Kay
Phone +86 10 5140 4111
Email [email protected]
Closing date: 15 February 2013
No extension will be granted and late applications will not be accepted.
Position description:
1. Locally engaged expat position within the Defence Attaché Office, Australian Embassy Beijing.
2. Applicant must be an Australian citizen.
3. Position available from April 2013 (Security clearance pending).
General:
The position is full-time consisting of 37.5 hours per week. In order to secure the best applicant, some flexibility will be given to work hours. Applicants should clearly state the hours they are able to commit to the position.
Security Clearance:
The preferred applicant will be required to successfully undergo the security clearance vetting process. The preferred applicant must be willing to disclose all relevant and required information.
The preferred applicant must have lived in Australia, or have a checkable background, for at least the preceding ten years for an Australian Government Negative Vetting 1 (SECRET) clearance.
Visa facilitation and funding:
The successful applicant will be required to register through the local government and obtain a valid work visa. The Embassy will support applications for such work visas. The Embassy will reimburse the cost of the work visa and, if required for visa application purposes, the costs of related medical examinations.
Other than in exceptional circumstances, as determined by the Senior Administration Officer, the Embassy shall not support visa application in relation to dependents. The Embassy will not reimburse visa processing costs for dependants.
Relocation Assistance:
The successful applicant for this position will not be eligible for relocation assistance from the Department of Defence. The successful applicant, if required, would need to arrange for their own relocation.
Recruitment process:
The recruitment process is based on merit which means that we select the best person for the job from a field of applicants. We compare and weigh-up the skills, experience and abilities of each applicant and often use different tools and techniques (such as written applications, interviews and referee checks) to collect the evidence needed to make a merit-based decision.
Defence values:
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.
The Defence Values:
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.
Duties:
1. Provide support to day-to-day activities and contribute to the achievement of outcomes for the Department of Defence as directed.
2. Maintain office accounts in accordance with the Defence Financial Manual (FINMAN) and the Australian Government Financial Management & Accountability Act. Maintain and manage registers, monthly reconciliation records, and records of office bids, allocations, claims, fringe benefit tax records and expenditures.
3. Perform routine office tasks such as photocopying, mail reception and dispatch, telephone call management, stationery supplies, contact lists, and filing system maintenance.
4. Complete travel arrangements for office staff including the preparation of travel requisitions, bookings, and acquittal of advances.
5. Draft and manage office correspondence including faxes, minutes, letters, emails.
6. Maintain Defence Attaché Office calenders including office social and representational calendars.
7. Support the organisation and conduct of visits and delegations.
8. Organise specific Defence Attaché Office events as directed.
Qualifications and experience:
Applicants should address each of the following in their response.
The successful applicant must:
Be an Australian citizen
Be willing and able to successfully complete a security assessment
The following is highly desirable in a applicant:
Currently hold an Australian Government Negative Vetting 1 (SECRET) security clearance.
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 note: Each selection criteria response has a word limit of 400.
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, letter writing, data input, claims processing, mail sorting, publications amendments, telephone liaison, appointments and social diary management.
3. Demonstrated working level knowledge of office software applications such as Microsoft Office, especially MS Word, MS Excel and MS Outlook
4. Experience in working in a small team environment.
Referees:
Applicants should nominate two referees as part of their application.