The posting
The successful applicant will be engaged by the Australian Embassy, The Hague as a locally engaged staff member on a 12-month fixed-term non-ongoing contract, with the possibility of extension.
The Fair Work Act 2009 is not intended to apply to the employment of Locally Engaged Staff (LES) at Australia’s overseas diplomatic and consular missions. The successful candidate’s terms and conditions of employment will be governed by the laws of the Netherlands.
Please be advised that the Australian Embassy, The Hague does not assist with relocation. Any costs associated with taking up the position would be the responsibility of the successful candidate.
Please note that all applicants must possess an existing right to legally live and work in the Netherlands. The Australian Embassy, The Hague, is not able to provide sponsorship and applications without appropriate and valid visa/ permit will not be considered.
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
Under general direction, the Executive Assistant provides high-level executive, administrative and organisational support to the Ambassador and other staff as appropriate. This includes managing travel arrangements for the Ambassador, managing the Ambassador’s diary, maintaining the Contacts Database and organising logistics of official functions.
Depending on your position, you may be required to undergo additional security and background checks and undertake specific Child Protection e-learning.
Key responsibilities of the position include but are not limited to:
- Provide executive, organisational and administrative support to the Ambassador and other officers, including diary and meeting management, coordination of official lunches, dinners and other engagements, travel arrangements, and liaison with relevant areas within the Embassy.
- Liaise with government and public officials, other diplomatic missions, the private sector and members of the public in support of the Ambassador’s and Embassy’s priorities.
- Coordinate and organise logistics of official representation events, functions and visits, including sending invitations, coordination of staff at the official residence and transport arrangements.
- Provide a first point of contact for customers of the Embassy via telephone, email, and in person, and contribute to the effective administration and smooth operation of the Embassy office.
- Support budget management, including credit card acquittals and representation returns for the Ambassador.
- Prepare draft documentation and correspondence as required by the Ambassador, including official communications regarding the Ambassador’s movements.
- Maintain and update a database of Embassy contacts and ensure all records are captured in the official Electronic Document Records Management System (EDRMS) databases.
- Provide support to other areas across the Embassy, including Diplomatic Mail (accept and dispatch), passport, notarial and postal services as required.
Qualifications/Experience
- Previous experience providing high-level support to senior management.
- Strong organisational skills, attention to detail and the ability to work under pressure and manage priorities with limited supervision.
- Strong oral and written English communication skills. Proficiency in Dutch is highly desirable.
- Strong interpersonal skills, including an ability to liaise effectively with internal and external stakeholders and build productive working relationships.
- Strong capacity to exercise discretion, and sound judgement.
- Proficiency and experience with Microsoft Office programs, including Word and Excel.
- Knowledge of, or an ability to quickly acquire a knowledge of Australian Government legislation or departmental policy and guidelines in relation to the position duties.
Selection Criteria
Please ensure you provide a response to each of the listed selection criteria below. In your response, 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 to each selection criteria. The panel may not assess incomplete applications or responses which exceed the word limit.
A. Highly developed oral and written communication skills in English (with Dutch also highly regarded), including a proven ability to draft correspondence.
B. Effective diary management skills, including the ability to organise events and coordinate travel arrangements.
C. Ability to undertake a high level of executive administration, maintaining accurate records-keeping and financial returns with excellent attention to detail.
D. Excellent interpersonal skills, with the ability to develop and support productive working relationships with internal and external stakeholders.
E. Ability to take initiative, manage competing priorities and organise work effectively to meet deadlines.
The Human Resources Section based in the Australian High Commission, London is responsible for managing all recruitment processes across the European region. To apply, please use the 'Apply' button below. Please direct any other queries to [email protected].
We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values.
