Administrative Support Officer - LE2 - DFAT - Vienna

The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Vienna.

Please be advised that the Australian Embassy, Vienna does not provide relocation assistance and any costs associated with taking up the position would be the responsibility of the successful candidate.

About the 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 Australias security, enhancing Australias 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 Australias pursuit of global, regional and bilateral interests.

About the Position

Under the direction of the Corporate Services Manager, this position provides administrative support across the spectrum of corporate enabling services. This position contributes to the work of the Corporate Services Section by performing duties relating to one or more of the finance, visits, travel and general administration functions.

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

• Provide general administrative support and corporate enabling services including;
  • processing representation and credit card acquittals in accordance with official policies;
  • assisting with the administration of entitlements such as overseas health provision claims and VAT refund claims;
  • assisting with maintaining the Salesforce contacts database including entering new contacts and managing existing entries;
  • developing and executing official travel plans in cooperation with the Embassys Visits and Travel Officer.
• Provide reception services, including responding to general enquiries from the public (phone/email), directing callers within the Embassy and assisting visitors as necessary.
• Perform front of office support functions, including scheduling meetings, ensuring meeting room set up and greeting visitors. This also involves making catering arrangements and ensuring the smooth execution of meetings held at the Australian Embassy.
• Coordinate administrative tasks such as stationery orders, contact lists, property and accommodation related requests.
• Coordinate transport arrangements, either internally with the Embassys drivers, or externally using private hire services. If the incumbent is a confident driver, they may be called upon from time to time to assist with driving the Embassys official vehicles, including occasional overtime requirements.
• Communicate efficiently and effectively with a range of internal and external stakeholders.
• May be required to translate documents and/or interpret for Australia-based staff.
• Undertake other corporate administrative support tasks and perform backup corporate support duties as directed.

Qualifications/Experience

• Experience working in an administrative role.
• Written and oral proficiency in English is required, and German or another language of the Embassys countries of accreditation is desirable (Hungarian, Slovak, Slovenian, Bosnian).
• Ability to maintain confidentiality and exercise discretion and judgment.
• Ability to perform tasks with a high level of accuracy and to independently manage own workload.
• Working knowledge of Microsoft Office software applications.
• Ability to contribute effectively as a member of a small team, including proven initiative, cooperation, flexibility, and reliability.
• Suitable training (e.g. Austrian qualification as Bürokaufmann/Bürokauffrau, Verwaltungsassistent, or similar).

Selection Criteria

In your written statements, 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. The panel will not assess responses which exceed the word limit.

A. Demonstrated experience working in an administrative support role with the ability to manage multiple priorities and ensure excellent attention to detail.

B. Strong customer service and interpersonal skills to facilitate and promote effective interactions with internal and external stakeholders.

C. Demonstrated administrative and organisational skills including ability to show initiative and work cooperatively to contribute to the success of the wider team.

D. Well-developed oral and written communication skills in English with the ability to maintain confidentiality and ensure sensitive information is handled with discretion.

E. Proficiency using IT software programs, including the Microsoft Office suite, and electronic documents and databases.

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 recruitment.london@dfat.gov.au.

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.

We are looking for an Administrative Support Officer to join the Australian Embassy, Vienna.