AUSTRALIAN EMBASSY
BEIJING
Vacancy – Office Manager, Australian Federal Police (LE 8)
The Australian Embassy is seeking expressions of interest from a suitably qualified Expatriate person (Australian citizen only) to fill the position of Office Manager, Australian Federal Police Liaison Office. This position is full-time fixed term 12 month 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 29 March 2013.
Applications should be submitted to the Human Resources Section of the Australian Embassy, Beijing at: [email protected].
Please note that only applicants who are short-listed will receive a written reply. Thank you for your understanding and your interest in working at the Australian Embassy.
Advertisement – Office Manager, Australian Federal Police Liaison Office
Position Details
Job Title: Office Manager
Position No.: 9891
Classification: LE8
Clearance: SECRET
Job Type: Contract (one year) Full time
Location: Australian Embassy Beijing
Subordinates: None
Supervisor: Minister Counsellor (Police Liaison)
Closing date: 29 March 2013
DUTIES:
1. Manage the AFP’s capacity building projects in China, financial and general reporting and co-managing budgets; reporting directly to Minister Counsellor (Police Liaison);
2. Prepare reports on all aspects of AFP capacity building projects;
3. Organise travel and administrative arrangements for capacity building project activities;
4. Provide guidance to AFP Interpreter and AFP Beijing Post driver on AFP and DFAT procedures;
5. Liaise at appropriate levels with Chinese ministries and official organisations, distribute correspondence and information, and make appointments as directed.
6. Arrange logistical support for AFP Senior Executives, Ministers, senior officials and other delegations from Australia in the form of organising and coordinating meetings, car movements, and creating programme booklets for delegation members and Embassy staff. Assist AFP HQ with arrangements and liaison in regards to senior Chinese delegations visiting Australia.
7. Maintain office accounts including registers, monthly reconciliation records, records of office bids, allocations, claims, FBT records, expenditures; manage assets and undertake stock takes;
8. Complete travel arrangements and programs for office staff including the preparation of travel requisitions, bookings, and acquittal of advances;
9. Provide support for day to day activities and contribute to the achievement of outcomes for the AFP as directed;
10. Perform office tasks such as photocopying, mail dispatch, telephone call management, stationery supplies, contact lists, and filing system maintenance;
11. Draft and manage all office correspondence including inwards and outwards faxes, AFP Minutes, letters and emails; and
12. Maintain Office social and representational.
SELECTION CRITERIA
OFFICE MANAGER – AUSTRALIAN FEDERAL POLICE LIAISON OFFICE
Designated Security Assessment Position
ESSENTIAL
The successful applicant will:
a. be an Australian citizen.
b. be willing and able to successfully complete a security assessment;
DESIRABLE
The following qualities and skills are highly desirable:
a. holds an Australian Government SECRET security clearance;
b. has demonstrated ability to quickly learn and apply agency-specific office budgeting and accounting processes, as well as project management experience;
c. has 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;
d. has demonstrated working level knowledge of office software applications such as Microsoft Office, especially Word and Excel, Outlook, and AFP internal IT systems;
e. has experience in working in a small team environment and can attend to tasks in a timely manner.
GENERAL
1. The position is full-time consisting of 37.5 hours per week, however, flexibility in total work hours up to this amount is possible if desired by potential applicants and acceptable to the agency.
2. The position will be available from April 2013.