The Australian Embassy Baghdad invites applicants for the position of Office Manager – Defence section PN11031. The job description below provides details of the duties of the position.
The successful applicant will join the small, supportive and high performing Australian Embassy team. Our team enjoys good working conditions. If you posses the skills and experience we are looking for, please follow the instructions below to apply.
The merit pool established as part of this process may be drawn on to fill other similar vacancies over the next 12 months
How to apply:
- Complete the written application form. The application form can be found at: application-form-defence-office-manager.docx
- Submit your completed application form (not CV) to [email protected]
- Applications close at 4.00pm on Tuesday, 30 November 2021. Late applications will not be considered.
- Please note that only shortlisted applicants will be contacted.
If you have any questions or require further information, please email [email protected] and provide your contact details to enable us to respond.
Job description
Position number: 11031
Title: Defence Office Manager
Grade: LE4
Monthly salary: USD 3,006
Section: Defence
Reports to: Defence Attaché
About the Department of Defence
The primary role of Defence is to defend Australia and its national interests against armed attack. In doing so, Defence serves the Government of the day and is accountable to the Commonwealth Parliament which represents the Australian people to efficiently and effectively carry out the Government's Defence policy. Australia's Defence policy is founded on the principle of self-reliance in the direct defence of Australia, but with a capacity to do more where there are shared interests with partners and allies
About the position
Under general direction, the Defence Office Manager works to established policies and procedures, and provides financial, administrative and office management support to the Defence Attaché. The Office Manager also liaises with a range of internal and external stakeholders, and organises visits and travel.
The key responsibilities of the position include, but are not limited to:
- Coordinate and oversee the general management of the Defence office, provide administrative and financial support, including diary management and procurement, and maintain electronic records and databases.
- Manage financial accounts, monitor the office budget, exercise financial delegations, analyse expenditure and prepare financial reports for management.
- Prepare a range of written correspondence including letters, briefings and minutes.
- Network and liaise with a range of internal and external stakeholders, including the Ministry of Defence, other Embassies, local authorities and Non-Governmental Organisations (NGOs). Arrange calls to ministers, officials and NGOs as required.
- Coordinate all aspects of Defence visits to Iraq, including all logistical arrangements and program preparation, schedule meetings and accompany visiting delegations. Provide assistance with official functions and commemorative events.
- Support the Defence Attaché in preparing, submitting and managing Diplomatic Clearances for Defence aircraft flying to, over and from Iraq.
- Liaise with the Ministry of Foreign Affairs on protocol matters and assist with visa facilitation for official Iraqi visitors to Australia.
- Arrange travel for internal and external stakeholders, including Australian Defence Members, organise accommodation and calculate allowances.
- Prepare written translations of documents and letters in Arabic and English, and act as an interpreter for the Defence Attaché and other Embassy officials as required at a range of meetings and functions.
Qualifications/Experience
- Four years’ experience working in office and financial administration. Relevant academic qualifications are desirable.
- Well-developed organisational, administrative and management skills.
- Strong interpersonal skills, and the ability to interact with and develop sound working relationships with a range of internal and external stakeholders.
- Fluent communication skills in written and spoken English and Arabic. Proven translation and interpreting skills are essential.
- Demonstrated ability to take initiative, work independently and meet deadlines.
- Strong computer skills and proficiency in the Microsoft Office suite of applications, including Outlook, Word and Excel.
Selection Criteria
A. Demonstrated high-level written and oral communication in English and Arabic, including effective translation and interpretation between the two languages.
B. Ability to take initiative, set priorities and organise work effectively and efficiently to complete projects and assignments with limited supervision.
C. In-depth understanding and knowledge of financial and administration procedures and processes.
D. Demonstrated IT literacy and experience maintaining social media platforms, websites, and electronic databases.