Job Vacancy - Assistant to Regional Director of Immigration and Border Protection
The Australian Embassy in Beijing is seeking expressions of interest from suitably qualified person to fill the position of Assistant to Regional Director of Immigration and Border Protection, level 5. This position is full-time one year term. The annual salary for the position is RMB137,951 plus employer social security contribution.
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 11 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. 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.
Duty Statement
Assistant to Regional Director
Australian Embassy Beijing, Immigration and Border Protection Section
Position LE5
The main function of the Assistant to Regional Director is to provide secretarial and administrative support to the Regional Director. The position also assists with other functions within the unit and works closely with other team members and DIBP staff throughout the region.
Duties may include:
General Administration and Support
• Manage and arrange the Regional Director’s appointments, representational program and diary arrangements.
• Manage incoming and outgoing correspondence (including preparing routine correspondence) and answering telephone enquiries.
• Assist Regional Director and Regional Executive Officer, CMOs and Office Managers in the region with queries on various financial and administrative issues.
• Assist with planning and coordination of visits to the region by VIPs and senior staff.
• Assist the Regional Director and Regional Executive Officer with other ad hoc tasks including arranging business travel and visas where required.
• Manage the Regional Directors official payments, reimbursements and corporate card reconciliation.
• Maintain Regional Director’s contacts database.
• Assist RD and REO with financial administrative tasks.
Business Planning and Research
• Assist with preparing business plans, risk assessments and fraud risk assessments for the region.
• Assist the Regional Director and Regional Executive Officer with planning for regional meetings (including drafting agendas and presenting on various topics for the region).
• Liaison on behalf of the Regional Director with other government agencies.
• Support events organised through the Regional Unit.
• Undertake research projects as requested and coordinate regional communication messages.
• Assist in preparing research materials on portfolio issues.
• Support the regions participation in promotional events within the region.
SELECTION CRITERIA
Assistant to Regional Director
Australian Embassy Beijing, Immigration and Border Protection Section
Position LE5
PERSON SPECIFICATION
Candidates should be comfortable with change in a fast paced office and as such, a flexible approach to work and the ability to cope with pressure is essential. The ability to set priorities and organise work to effectively and efficiently complete projects with limited supervision is also essential. An aptitude for logistical event management is sought after. Knowledge of Australia and its system of government is preferred. Some knowledge of Chinese protocol and Chinese Government institutions is also desirable.
Candidates are expected to be English language speakers with excellent written and oral communication skills. Proficient use of MS Word, MS Excel, MS Access, email is required as well as the capacity to learn new IT Systems.
Selection Criteria
1. Flexible with good prioritisation skills and a proven ability to work independently and be accountable for work output.
2. Highly developed oral and written communication skills. Proficiency in English and Chinese.
3. Capacity to build productive working relationships, both in person and remotely, internally and externally; demonstrate initiative; manage risks and challenges; act and work in accordance with relevant policy, precedents, procedures and regulation; respond to priorities and meet deadlines.
4. Good understanding of DIBP’s business, priorities and direction, particularly as it applies to the offshore service delivery network.
5. Ability to collect, manipulate and interpret statistical and financial data.
6. Understanding of Chinese protocol, Chinese Government institutions and the conduct of international relations is desirable.