Office Management Assistant — Sydney
Position Grade: LE-7 (Starting salary A$58,260 p.a.)
Duties and Responsibilities
Basic Function of the Position
The incumbent serves as Office Management Assistant to the Country Consular Coordinator. Tasks involve providing a wide range of clerical and administrative support functions.
Major Duties and Responsibiilties
SCHEDULE (30%)
Maintains the Country Consular Coordinator’s (CCC) calendar by scheduling all appointments and meetings.
Screens visitors, phone calls and paper flow using personal judgment to handle many queries independently.
Coordinates arrangements for meetings and special functions.
Screens, schedules, and responds to representational invitations on behalf of the Consular Country Coordinator.
Coordinates official travel of the Country Consular Coordinator to Canberra and other posts within Mission Australia.
Coordinates schedule of meetings, visitors, and appointments with Consul General’s Office Management Specialist when the Country Consular Coordinator’s attendance is required.
ORGANIZES (25%)
Maintains office equipment and arranges for required repair i.e. telephones, personal computers, photocopiers, fax machines, scanners.
Coordinates closely with the Consular Staff at all posts to ensure that the Country Consular Coordinator has all the required paperwork and information to attend any meeting, function, event, etc.
Utilizes Microsoft Office Suite, Excel, PowerPoint, contact data bases, consular automated systems and data bases, and various other computer programs daily.
Prepares, submits and tracks representational vouchers for the Country Consular Coordinator’s signature.
Orders all expendable items from GSO, as well as placing all work orders for structural repairs in the consular office.
INTERFACE (20%)
Coordinates with appropriate individuals, agencies and organizations on all arrangements for the Country Consular Coordinator’s travel. Makes complex domestic and international travel arrangements. Prepares, submits, and tracks travel vouchers.
As required, establishes and maintains relationships with host country personnel. Maintains a network of contacts within the Embassy, the Department of Foreign Affairs and Trade (America and Europe Division), and personal assistants in other relevant offices within the diplomatic community
Maintains daily contact with the Australian Federal Police and coordinates the Country Consular Coordinator’s schedule and movements with them when the Country Consular Coordinator is the Acting Consul General. Interfaces with Projects Control Officers on representational events and meetings hosted by the Country Consular Coordinator to ensure that the Country Consular Coordinator’s guidance is maintained; continues close coordination with necessary parties.
Organizes and facilitates regular Consular staff meetings.
CORRESPONDENCE (15%)
Monitors incoming and outgoing faxes, emails, cables, actions and letters requiring CCC attention.
Tasks appropriate offices to prepare timely drafts/responses to incoming correspondence for the Ambassador’s, Consul General’s, or Country Consular Coordinator’s signature; edits, reviews and proofreads outgoing documents for accuracy, formatting, clearances, and compliance with regulation.
Drafts and prepares letters/memoranda for approval and responds to routine correspondence within areas of authority.
ALL OTHERS (10%)
Keeps abreast of all issues and positions in order to anticipate, prepare, and execute all duties in order to maximize the Country Consular Coordinator’s effectiveness.
Performs a wide variety of staff functions, transmission of instructions and guidance from the Country Consular Coordinator to ensure implementation and consistent policy in consular work at all posts in Mission Australia.
Serves as the Timekeeper for the Consular office.
Keeps the Consular Main calendar updated.
Other duties as required.
Also, incumbent currently assists NIV section with the emergency appointment scheduling and responding to email inquiries.
Selection Criteria
All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
- Completion of secondary school (HSC) is required.
- Four years of progressively responsible administrative work experience is required.
- Level 4 (Fluent) speaking/written English is required. This will be tested.
- Good understanding of American and Australian Government relations is required.
- Highly developed communication skills and excellent writing skills, including excellent knowledge of spelling, punctuation and grammar is required.
- Advanced computer skills for Microsoft Word and Excel is required and must have level II typing skills of 40 WPM typing speed. A high degree of accuracy is required and this will be tested.
Note: All ordinarily resident applicants must be residing in country and have the required work and/or residency permits to be eligible for consideration.
The deadline for applications is 23 July 2008
The U.S. Mission in Australia provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
U.S. Mission Australia maintains a drug-free work environment.
Last update: Thursday, 10 July 2008 GMT+1000
