Two Vacancies at the Australian Embassy, Beijing
– Office Manager, Australian Federal Police (LE 7)
– Office Manager, Defence Attaché Office (LE 7)
The Australian Embassy is seeking expressions of interest from suitably qualified persons to fill the position of Office Manager, Australian Federal Police Liaison Office. This position is part-time (approx. 20 hours per week) fixed term 12 month contract with a possible extension. The annual salary for the position is RMB172,988.
The Australian Embassy is also seeking expressions of interest from a suitably qualified person to fill the position of Office Manager, Defence Attaché Office This position is full-time and the annual salary for the position is RMB325, 375. The position is available from January 2015 (security clearance pending).
Please see the attached for the duty statement and selection criteria for each of the positions. 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 Tuesday 28 October 2014.
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.
Office Manager, Australian Federal Police Liaison Office (LE7)
DUTIES:
1. Manage the AFP’s capacity building projects in China, financial and general reporting and co-managing budgets; reporting directly to First Secretary (Police Liaison);
2. Organise travel and administrative arrangements for capacity building project activities;
3. Liaise at appropriate levels with Chinese ministries and official organisations, distribute correspondence and information, and make appointments as directed.
4. Arrange logistical support for AFP Senior Executive, 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 with respect to senior Chinese delegations visiting Australia.
5. Maintain office accounts including registers, monthly reconciliation records, records of office bids, allocations, claims, FBT records, expenditures; manage assets and undertake stock takes;
6. Complete travel arrangements and programs for office staff including the preparation of travel requisitions, bookings, and acquittal of advances;
7. Provide support for day to day activities and contribute to the achievement of outcomes for the AFP as directed;
8. Perform office tasks such as photocopying, mail dispatch, telephone call management, purchase of stationery supplies, maintaining contact lists, and filing system maintenance;
9. Assist AFP staff with drafting some office correspondence including outwards facsimiles and internal and external correspondence; and
10. Maintain office representational budget, correspondence and register.
The successful applicant must:
Be able to obtain an Australian Government SECRET security clearance.
The following is highly desirable in an applicant:
Currently hold an Australian Government Negative Vetting 1 (SECRET) security clearance.
SELECTION CRITERIA
A. has demonstrated ability to quickly learn and apply agency-specific office budgeting and accounting processes;
B. has demonstrated ability to perform office administrative tasks including filing, letter writing, data input, claims processing, mail sorting, publications amendments, telephone liaison, appointments and diary management;
C. has demonstrated working level knowledge of office software applications such as Microsoft Office, especially Word and Excel, Outlook, and AFP internal IT systems;
D. has demonstrated experience in working in a small team environment, work after hours on occasions and attend to tasks in a very timely manner.
GENERAL
The position is part-time consisting of 20 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.
REFEREES:
Applicants should nominate two referees as part of their application.
Office Manager, Defence Attaché Office (LE7)
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.
The successful applicant must:
Be able to obtain an Australian Government SECRET security clearance.
The following is highly desirable in an applicant:
Currently hold an Australian Government Negative Vetting 1 (SECRET) security clearance.
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 note: Each selection criteria response has a word limit of 400.
A. Demonstrated ability to quickly learn and apply agency-specific office budgeting and accounting processes.
B. 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.
C. Demonstrated working level knowledge of office software applications such as Microsoft Office, especially MS Word, MS Excel and MS Outlook
D. Experience in supporting the organisation of large functions or events.
E. Experience in working in a small team environment.
REFEREES:
Applicants should nominate two referees as part of their application.