Government of Australia


Administrative Assistant - LE2 - Non-Ongoing

Job Ref:

Job Title:
Administrative Assistant - LE2 - Non-Ongoing

Stockholm, Sweden

SEK 175 per hour

Closing date:
28th October 2018

Job Description

Government’s Department of Foreign Affairs and Trade (DFAT)

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 Australian Embassy in Stockholm
The Australian Embassy in Stockholm is responsible for advancing Australia`s bilateral interests with Sweden, Finland and Latvia for providing Australians resident in or visiting these countries, including Estonia, with consular and passport services.

About the position

This position is a mixed duties position, which provides a full range of reception services and undertakes a range of administrative tasks at the Australian Embassy in Stockholm. The position employment type will be non-ongoing (casual contract) working every Monday for five months and then may be required to work additional hours (ad hoc basis).


The key responsibilities of the position include, but are not limited to:

  • Greet visitors, control access and answer routine public enquiries in the public waiting area

  • Manage the main switchboard telephone, direct calls and respond to telephone and e-mail enquiries

  • Prepare the Diplomatic Mail for DHL

  • Provide translating and interpreting services between English and Swedish as required

  • Assist with general administrative tasks including file creation and sentencing, organising meetings, drafting correspondence and undertake simple procurement / purchases as directed

  • Assist with program preparation and logistical support for visiting officials

  • Assisting in property management as required. E.g. managing cleaners and coordinating maintenance at the Chancery or Australian personnel residences

  • Record keeping in the internal electronic filing system

  • Provide assistance with official functions and commemorative events as required

  • Drive the Head of Mission, other staff, officials and visitors as required

  • Collect and deliver mail and other correspondence as required


  • Sound written and oral communication skills and an ability to translate and interpret between English and Swedish

  • Demonstrated client service skills

  • Proficiency in Microsoft Office software applications

  • Ability to prioritise and meet tight deadlines

  • High level of initiative and ability to work independently within a small team

  • Capacity to exercise discretion and judgement


Working hours

  • One day a week, Monday’s from 08:30 to 17:00 with one-hour lunch

  • Five month non-ongoing (casual) contract

  • May be requested to work additional hours (ad hoc requests)



  • Valid Swedish Driver’s license



In your written statements, you must include relevant but succinct, high-level relevant examples that support your claims against the role. 250 words maximum per selection criteria.

 A.    Ability to set priorities and organise work efficiently, and to complete projects and assignments with limited supervision.

 B.    Excellent communication skills (both oral and written) in English and Swedish, including the ability to translate.

 C.    Ability to manage competing priorities and strong willingness to perform a variety of tasks, including messenger and driving when required.

 D.    Strong customer service and interpersonal skills to facilitate and promote effective interactions with clients, peers and stakeholders.

 E.    High standard of administrative, analytic and computer-based skills (particularly Microsoft Office programmes).

Sorry, this vacancy is closed.

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