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JOB VACANCY : Office Manager
The Defence Section in the Australian Embassy has a vacancy for an Office Manager. The successful applicant will be required to work as part of a small team under the supervision of the Defence Attaché.
The position will be a Broadband 3 level (KRW 43,817,760 – KRW 57,132,000 per annum).
The duties of the position and selection criteria are set out below. Applications must include:
• A statement (no longer than two typed pages) addressing your abilities against the selection criteria.
• Curriculum vitae.
• Details of two referees who may be contacted if necessary.
Only applications which include the above documentation will be considered. In order to manage the recruitment process efficiently, only applicants who are successfully short-listed will be contacted.
Applications will be accepted until COB 4 November 2008 and should be delivered to:
Senior Administrative Officer
Australian Embassy
KPO Box 562
Seoul
Republic of Korea
POSITION Defence Office Manager
SECTION Defence
BROADBAND BB3
CATEGORY LES
UPDATED 18 September 2008
Administrative Support
• Provide high level administrative support to the Defence Attaché and the Assistant Defence Attaché
• Maintain the Defence Attaché diary
• Maintain the Defence section contact data base
• Arrangements for meetings and appointments including for high level defence related visitors to Korea
• Arrangements for representation activities including acquittals
• Travelling arrangements in liaison with the Administrative section
• Property issues relating to both the Defence Attaché and Assistant Defence Attaché residences and chancery requirements
• In the absence of the Defence Attaché and Assistant Defence Attaché ensure emails are checked on a regular basis and take the appropriate action
• Driving as required
• Other administrative tasks as directed
Finance
• Manage the Defence section budget and prepare annual financial plans in consultation with the Defence Attaché and Assistant Defence Attaché
• Prepare financial bids
• Process expenditure and reimbursement claims for the Defence Attaché and Assistant Defence Attaché in accordance with government guidelines including liaison with the Administrative section
• Liaison with Accounts Manager for monthly financial reports in accordance with the SLA and then provide analysis.
• Prepare FBT returns (March & September)
• Monitor expenditure to ensure accurate end of financial Year processing (June)
• Purchasing in accordance with government procurement guidelines
Liaison and Protocol
• High level liaison between the Defence staff and the Korean Ministry of National Defence, ROK Military Services, other Korean organisations and other foreign Defence Attaches
• Respond to requests for information from both the Australian and ROK defence forces as well as members of the public
• Undertake research as required
• Visit arrangements for appointments and programs to support official visits from/to Australia by Defence personnel
• Provide high level translation and interpreting support
• Undertake a daily media round-up of media articles
Coordination of Annual Activities
• Coordinate the annual visit of Centre for Defence Staff College (CDSS) students and staff in April
• Coordinate the annual visit of Australian Veterans’ as well as sponsorship for the Veterans’ Kapyong Scholarships in April
• List of recipients for Chuseok gifts and coordinate there delivery in September
• Dispatch of Christmas cards for Defence Attaché and Assistant Defence Attaché contacts in December
Selection Criteria
Defence Office Manager
A. A sound understanding and working knowledge of the operations of both the Australian and ROK Defence forces.
B. Experience in planning and managing budgets in accordance with the Australian Department of Defence guidelines. An understanding of the Commonwealth procurement guidelines and the expenditure of public monies.
C. Demonstrated ability to work at a high level with limited supervision to prioritise tasking and manage workflow in a high pressure environment. The ability to work efficiently and effectively as a member of a small team. The ability to communicate effectively at all levels.
D. A sound understanding and knowledge of information management systems including embassy specific applications and processes as well as the satin low system.
E. A high level of ability with both written and spoken Korean and English including providing translating and interpreting.