Defence Administration Assistant (expired)

Australian Embassy / オーストラリア大使館

Company

Australian Embassy / オーストラリア大使館

Job ID

101538

Location

Minato-ku, Tokyo, Japan

Post date

Jan 23, 2015

Industry

Civil Services (Government)

Function

Other General Affairs, Accounting, HR, Legal

Work Type

Full Time / Experienced (Non-Manager)

Salary

¥344,583 / Month

About the Department of Defence
The role of the Department of Defence is to defend Australia and its national interests. In fulfilling this mission, Defence serves the Government of the day and is accountable to the Commonwealth Parliament which represents the Australian people to efficiently and effectively carry out the Government’s defence policy.

At the Australian Embassy Tokyo we represent the Department of Defence and Australian Defence Force (ADF) in Japan, and facilitate the Australia-Japan bilateral defence relationship.

About the Position
At the Australian Embassy in Tokyo, under general direction of the Defence Office Manager, provide financial and administrative support to all staff in the Office of the Defence and Armed Services Attaché Tokyo and other Defence personnel deployed in Japan.

This role requires a very flexible person who is a committed member of the team and is able to prioritise effectively at short notice.

Requirements:
This position is a Designated Security Assessment Position (DSAP). Employment is subject to obtaining and retaining an Australian Secret security clearance. Due to this requirement the position is open to Australian citizens only (i.e. not dual nationals).

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

Financial:
o Prepare paperwork required for payments of invoices
o Prepare paperwork and process claims from Defence personnel against entitlements
o Complete monthly Corporate Credit Card reconciliation
o Input financial data and assist with monthly reporting
o Assist with financial audits
o Seek pre-approvals from the Directorate of Overseas Attaché Management for Defence Attaché
Representative functions and official travel
o Monitor monthly the budget and tracking to report to the Defence Office Manager

Visits
o Production, collation and dissemination of classified documents and briefing packs
o Delivery of classified materials to Japanese agencies

Correspondence and Office Administration:
o Draft, dispatch and receive facsimiles, electronic mail, letters and diplomatic notes
o Liaise and coordinate with other sections of the Embassy for administration and accounts related matters
o Reply to invitations on behalf of the Defence Attaché
o Order stationary and supplies for the office
o Escort visitors and service providers in the Chancery
o Office equipment – report faults or arrange servicing or repairs
o Maintain electronic and paper based records
o Maintain Asset list and Gift registry

Travel:
o Calculate, prepare and process acquittals for official travel in accordance with government
policy and entitlements
o Back up support for arranging international and domestic transport, hotel, and other travel
arrangements for relevant Defence staff

All other duties as requested by the Defence Office Manager within the scope of the incumbent’s skill, experience and/or qualifications

Applications addressing the selection criteria and a current CV must be submitted by 9 a.m. on Monday 9 February 2015.