About the 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 Events and Administration Officer supports the Australian Embassy, Moscow with its public facing events, including design, organisation, management and oversight of functions, official events and the staff required to support such events. Duties also include managing the Ambassador’s diary and other administrative tasks as required.
Key responsibilities of the position include but are not limited to:
- Manage and coordinate Ambassadorial and Embassy events, including delivering events planning, logistical oversight, associated administration and oversight of staff, ensuring the overall smooth running of events.
- Coordinate with relevant areas of the Embassy to supervise and manage domestic staff at the official residence.
- Improve event processes and procedures, innovate and utilise new technologies, working creatively to support the achievement of strategic outcomes and increase efficiencies.
- Promote a positive image of contemporary Australia including assisting with the preparation of content for the Embassy's website and social media accounts and helping to manage the Embassy's generic correspondence and inbox.
- Build relationships and rapport with key stakeholders and suppliers as potential partners of the Embassy.
- Provide high-level administrative and organisational support to the Ambassador and other officers as required.
- Support the Ambassador, including managing the Ambassador's schedule, phone calls, business and travel needs, undertaking research and handling correspondence, including preparing official documentation, as well as providing accurate translation and interpreting.
- Organise the Ambassador’s transport, function and event briefs and maintain representational and travel records.
- Liaise with officials from Australian Government ministries, business, other diplomatic missions and sections within the Embassy.
- Update and maintain a database of the Ambassador’s network of contacts.
- Organise official visit programs including identifying suitable interlocutors, arranging appointments, coordinating program logistics, preparing briefing packs, greeting official visitors and responding to queries.
- Prepare documentation, including drafting cables, diplomatic notes and other correspondence and conduct research as required.
- Other duties as required.
Experience/Skills
- Experience in event management – including delivering high-level VIP events and managing or coordinating teams of staff, including hospitality and events staff.
- Demonstrated strong capacity to provide high-level executive and administrative support.
- Excellent organisational skills, well-honed initiative and ability to think flexibly and effectively under pressure and an ability to manage competing priorities and tight deadlines.
- Strong written and oral communication skills in English, including the ability to organise written material clearly and concisely.
- Ability to work independently within a small team and contribute to a positive team environment.
- Ability to build networks and liaise across a range of key stakeholders.
- Ability to interpret English-Russian and Russian-English.
- Budget monitoring experience; including effective management of supplier contracts and associated expenditure in accordance with applicable procurement and finance policy.
- Proven ability to provide accurate and timely information with a focus on attention to detail.
- Strong capacity to exercise discretion and judgment.
- Comprehensive ICT skills, including competent in use of Microsoft Office Suite.
Selection Criteria
In your written statements, you must include relevant high-level examples from your experience that support your claims against the role. The word limit is strictly 250 words per response. The panel will not assess responses which exceed the word limit.
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