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.

Agency :  Department of Foreign Affairs and Trade

Position Number : 20852

Position Title : Administrative Assistant

Classification :  LE3

Section : Corporate

Report To (Title) :  Corporate Services & Finance Manager

About the position
The position provides a wide range of administrative services to support of the mission’s operations and its staff to ensure that the Embassy can achieve its objectives in Nepal. The position acts as the Corporate Services & Finance Manager and the Ambassador’s Personal Assistant during respective periods of absence. 

Key responsibilities of the position include but are not limited to

• Provide high quality, client-focused reception services, including handling routine enquiries by email, phone or in-person and supporting passport and notarial services to clients such as providing application forms, payment processing and visitor management in line with the Embassy’s security practices.
• Support the Finance Manager to monitor and record payment, contract and asset information in the department’s financial information systems and provide advice, support and assistance to other staff on the usage of the systems.
• Develop and maintain constructive and productive working relationships with a wide range of stakeholders, including local banks and the corporate services hub, and regularly liaise with staff to gather data in support of accurate monthly budget forecasts, including input into reporting on actual and budgeted expenditure.
• Assist with Human Resource (HR) function including maintaining staff records, supporting recruitment and contract management, contributing to HR reporting and streamlining HR processes, such as leave and aƩendance systems.
• Liaise with the Ministry of Foreign Affairs of the Government of Nepal on protocol issues for diplomatic officers, including IDs, visas, driving licenses, tax exemptions, private vehicle registration and customs clearances for diplomatic goods and the personal effects.
• Support the purchase and sale of official and private diplomatic plated vehicles.
• Provide general administrative support including dispatching diplomatic bags, filing records, assisting with visit programs and supporting the ICT administrator and property manager.
• Maintain contingency readiness by updating rollcalls and phone lists to crisis preparedness of the mission
• Other duties as required or directed.

Required Qualifications/Experience/Knowledge/Skills

• Relevant qualifications in an appropriate field such as corporate administration, finance, human resources, or similar.
• High level of interpersonal skills and very good verbal and wriƩen English communication skills; demonstrated experience in providing quality, client-focused reception services.
• Demonstrated technical expertise and a high level of understanding of financial management information systems, such as SAP, and good understanding of financial legislation and policy frameworks.
• Demonstrated ability to work both independently and as an effective member of a team while building strong relationships with colleagues, partners and suppliers.
• Excellent computer skills including demonstrated experience with electronic filing systems and MicrosoŌ Office applications; experience in managing websites and in other ICT systems highly desirable.

Source : Australian Embassy