Full-Time: 37.5 hours per week
Starting Salary: Gross monthly salary of 3,916.58 plus holiday pay and Christmas bonus
Security Assessment: Please note the holder of this position must be eligible to obtain and maintain an Australian National Security Clearance to Negative Vetting Level 1 and candidates must therefore be an Australian citizen, or in exceptional circumstances a citizen of the United Kingdom, Canada, United States or New Zealand.
Applications are sought from persons interested in employment at the Australian Embassy in Brussels engaged on local terms and conditions of employment as a Locally Engaged Staff member.
Please be advised that the Embassy does not provide relocation assistance and any costs associated with taking up the position would be the responsibility of the successful candidate.
About the Australian Department of Defence
The primary role of Defence is to defend Australia against armed attack. 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
The Defence Office Manager is responsible for supporting the Military Representative and Defence Attaché in carrying out their duties, for the efficient and effective running of the Defence Office at the Australian Embassy in Brussels, for managing the administration of the planning and co-ordination of visits and commemoration activities, and for Australia-NATO engagement and conducting research.
The key responsibilities for this position include, but are not limited to:
- Provide administrative support, including diary management, drafting documents, record keeping and liaison with stakeholders for the Military Representative and the Defence Brussels office.
- Manage and coordinate Defence representational events hosted by the Military Representative and other Defence staff.
- Act as administrative focal point for planning and coordination of official visits, meetings and events including development of visit programs to Belgium and Luxembourg.
- Facilitate, in accordance with relevant departmental guidelines, Australian Defence visits to NATO and EU countries.
- Act as the administrative focal point for commemorations activities.
- Conduct research on a variety of defence and security related issues.
- Represent at conferences, seminars and events, as required.
- Manage and maintain office requisites and equipment, including IT systems.
- Maintain document registers.
- Other duties as directed.
- Experience in office administration.
- High level written and spoken English communication skills.
- Valid Belgian or international driver’s licence.
- Valid Australian National Security Clearance or the ability to obtain.
In your written statements, you must include succinct, high-level and relevant examples that support your claims against the role.
- Demonstrate your ability to undertake a high level of office administration such as coordinating Defence events, managing diaries, travel arrangements, and compiling itineraries;
- Ability to take initiative, set priorities and organise work effectively and efficiently, and to complete projects and assignments with limited supervision;
- Ability to work effectively across all organisation levels building strong relationships with stakeholders, demonstrating strong oral and written communication skills;
- Ability to undertake research, using multiple resources, and present findings to senior management in an appropriate manner;
- Proficiency with Microsoft Office suite. High level of IT literacy with ability to manage electronic documents and records management system, ensuring on-going compliance with policy guidelines;