VACANCY – Executive Support Officer to the Deputy Head of Mission (DHOM) and Minister-Counsellor (Economic) (LE4)
The Embassy of Australia is seeking expressions of interest from suitably qualified persons to fill the position of Executive Support officer to the Deputy Head of Mission (DHOM) and Minister-Counsellor (Economic) on a permanent basis. The position will be offered at the LE4 level.
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: [email protected].
The closing date for applications is on Thursday 19 May 2016, with the successful candidate starting as soon as possible after interviews are concluded.
Applications received after the closing date will not be considered.
Applications that do not address the selection criteria will not be considered.
For further information about this position, please contact [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.
|
Agency |
Department of Foreign Affairs and Trade |
|
Position number |
7372 |
|
Title |
Executive Support |
|
Classification |
LE4 |
|
Section |
Executive |
|
Reports to (title) |
DHOM |
About the Australian Government’s Department of Foreign Affairs and Trade
The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.
The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.
About the position
The Executive Support position provides administrative, secretarial and basic research support principally to the Deputy Head of Mission (DHOM), Minister-Counsellor (Economic) and, from time to time, also the Ambassador and the policy section of the mission.
The key responsibilities of the position include, but are not limited to:
- Liaise with mission staff, government officials, private sector representatives and other embassies;
- Co-ordinate the preparation of briefing material for meetings, travel and speeches for the Deputy Head of Mission (DHOM) and Minister-Counsellor (Economic);
- Support high-level visits by Australian ministers and senior officials;
- Assist coordination of mid-term consultations for Deputy Head of Mission (DHOM) and Minister-Counsellor (Economic);
- Assist Regional Security Officer with ad hoc tasks including proofing and collecting classified Post Security Instructions;
- Attend internal meetings with DFAT Counsellors for planning purposes;
- Maintain the appointment schedule, social and representational calendar for the Deputy Head of Mission (DHOM) and Minister-Counsellor (Economic);
- Co-ordinate travel arrangements including the preparation of travel requisitions, vehicle booking, and acquittal of advances for the Deputy Head of Mission (DHOM) and Minister-Counsellor (Economic);
- Draft and coordinate routine office correspondence including faxes, minutes, letters, emails;
- Liaise with interpreters, drivers and support staff;
- Meet and escort visitors and provide hospitality;
- Perform routine office tasks such as photocopying, mail dispatch, manage telephone calls and maintain a filing system;
- Maintain contact lists and business card files; and
- Relieve as Ambassador’s personal assistant as required.
Qualifications/Experience
- Ability to hold and maintain an Australian Government security clearance;
- Experience in working in a team environment and highly developed interpersonal skills;
- High level oral and written English communication skills, Chinese language skills an advantage;
- Ability to manage an office or provide executive support, including managing appointments, program management, routine letter and email writing, and telephone liaison;
- Demonstrated working level knowledge of Microsoft Office, especially Word, Excel and Access and ability to troubleshoot minor problems;
- Ability to work independently, and prioritise; and
- Demonstrated abilities of initiative and flexibility.
Selection Criteria
Applicants should address all seven (7) of the selection criteria below, clearly outlining their claims and specific experience that makes them suitable for this position (maximum 2 pages in total).
- Must currently hold or have the ability to obtain and maintain an Australian Government security clearance;
- Demonstrated experience in working in a team environment and highly developed interpersonal skills;
- A high level of oral and written English communication skills, Chinese language skills an advantage;
- An ability to manage an office or provide executive support, including managing appointments, program management, routine letter and email writing, and telephone liaison;
- Demonstrated working level knowledge of Microsoft Office, especially Word, Excel and Access and ability to troubleshoot minor problems;
- An ability to work independently, and prioritise; and
- Demonstrated abilities of initiative and flexibility.