AUSTRALIAN HIGH COMMISSION, MALTA

The Australian High Commission in Malta invites applications for the position of Executive Assistant.

The terms of employment will be in accordance with the Australian High Commission's Locally Engaged Staff Conditions of Service. Employment will be offered on a contract basis for a period of two years, with an initial six months probationary period, and with an option of a further two years, subject to satisfactory performance. The successful applicant will be required to complete a police check.

The successful applicant must be an Australian citizen, and hold or be eligible to acquire an Australian Government National Security Clearance. Australians with Dual citizenship are only eligible to acquire an Australian Government National Security Clearance if their other citizenship is British, New Zealand, Canadian or US. People with Dual Australian / Maltese citizenship are not eligible to acquire an Australian Government National Security Clearancefor this position and are therefore not eligible to apply for this position.

Employment will be offered initially as a six month probationary period contract (at €19,377 per annum), with provision for a further extension as a two year contract (at €19,764 per annum), subject to satisfactory performance. The package will also include health insurance contributions by the High Commission.

The successful candidate will be responsible for any relocation costs incurred.

Job Description

The Executive Assistant reports directly to the High Commissioner and is responsible for managing the High Commissioner’s office, delivering the High Commission’s Public Diplomacy and Direct Aid Program, and undertaking research. The position is also responsible for maintaining the High Commission’s communication systems. The Attached Duty statement sets out in more detail the responsibilities of the position.

Our ideal candidate for the position will have demonstrated experience as an Executive Assistant and familiarity with information and communication systems. The successful applicant will need to have a positive can-do attitude, and an ability to work as a member of a small multi-disciplinary team. The successful applicant will also need to be a well-organised self-starter, with strong interpersonal and communication skills, and be a flexible team-player willing to perform other duties as required in support of the High Commission’s work priorities.

Selection Criteria

1.Strong organisational skills, attention to detail and the ability to work under pressure and manage priorities with limited supervision.

2.Strong oral and written communication skills, including effective negotiation, liaison and consultation skills.

3.Strong interpersonal skills and ability to build productive working relationships.

4.Proven ability to provide accurate and timely research and reporting, with a demonstrated ability to set priorities, show initiative, exercise sound judgement, meet tight deadlines and achieve results.

5.Proven ability to implement and manage programs and related budgets.

6.Proficiency and experience with computer software packages, including word processing, spreadsheets and databases, as well as a good working knowledge of information and communication systems.

How to apply

Applications must include:

  • the attached Job Application cover sheet
  • the attached Employment and Qualification Background sheet
  • the attachedSelection Criteria (maximum three pages)

In addressing the selection criteria, you should use specific examples of work you have done, describing how you have contributed to a process or an outcome, and how this relates to the criterion you are addressing. Only those applicants who most successfully meet the criteria will be contacted for an interview.

Applications close at 5pm onSunday,7 August 2016.

Please send applications to the attention of “Recruitment Officer: Finance Officer Position” by email by post to the following address:

The Recruitment Officer

Australian High Commission

Ta’ Xbiex Terrace

Ta’ Xbiex XBX 1034

Malta

AUSTRALIAN HIGH COMMISSION MALTA

Job Application Cover Sheet

1. Particulars of Position Applied For

Title / Location
Administrative Officer / Australian High Commission Malta

2. Personal Particulars

Title / Surname / Given Name(s)
Work Number (incl. Area Code) / Postal Address
Home Number (incl. Area Code) / City, Suburb or Town / State / Postcode
Other Number (egMobile) / Email Address

3. Employment

Are you, or have you ever been, employed within the Department of Foreign Affairs and Trade portfolio? YES __ NO __

4. Referees

Referee’s Name / Referee’s Name
Contact Number / Contact Number
Email Address / Email Adresss

NOTE : References are an important part of the recruitment process and may be contacted during the short listing process.

5 Citizenship

Are you an Australian citizen? / Are you a citizen of any other country?
YES __ NO __ / YES __ NO __
If yes please List:

6. Applicant’s Statement

The above information, to the best of my knowledge, is true and correct. I consent to the Australian High Commission Malta collecting and using information, including verifying my academic and/or professional qualifications with relevant institutions; and to relevant employers disclosing information, in relation to my work performance and conduct for the purpose of assessing my suitability to carry out the duties of the job I have applied for, and suitability to become an employee of the Australian High Commission Malta.

Signature or place an X in the box below if completing form electronically
Date:

Which website, Newspaper or source made you aware of this vacancy? ……………………………………….

Duty Statement

DESIGNATION:
POSITION NO.
IMMEDIATE SUPERVISOR:
DATE: / Executive Assistant to High Commissioner, Public Affairs and Research Officer, and Post Systems Administrator
9476
Head of Mission (HOM)
July 2016

Executive Assistant Duties

  • Manage the High Commissioner’s office and provide high-level administrative support;
  • Liaise with government and public officials, other diplomatic missions, the private sector and members of the public in support of the HOM’s priorities;
  • Maintain the HOM’s program of appointments;
  • Undertake other duties tasks as directed.

Public Affairs and Research Duties

  • In consultation with the HOM and Senior Administrative Officer (SAO), manage the Public Diplomacy (PD) budget, develop and implement an annual PD strategy, including providing annual reporting on outcomes
  • Assist the HOM in the implementation of the High Commission’s Economic Diplomacy Strategy;
  • Act as point of contact for general inquiries,
  • Organise the Australia National Day reception and the ANZAC Day Commemoration Ceremony;
  • Manage the High Commission website;
  • Provide administrative and logistical support for visits programs, including liaison with Maltese and Tunisian government agencies, media, and other organisations;
  • Undertake research tasks to support the High Commission’s priorities and objectives; and
  • Prepare reports on political and economic developments in relation to Malta and Tunisia

Direct Aid Program

  • Reporting to the HOM and SAO, implement the Direct Assistance Program (DAP), including management of the budget, liaison with recipients on audit and evaluation, organising meetings of the High Commission’s DAP Committee, and identification of possible recipients for DAP funds; and
  • Provide annual reporting on outcomes and related acquittals.

Systems Administration, Security Duties, and Custodian Duties

  • Maintain the effective operation and of the High Commission’s communication systems and ensure compliance with departmental and Australian government requirements, including as custodian of materials and information
  • Maintain the integrity of communications systems and ensure compliance with Departmental security policies;
  • As required assist Post Security Officer (PSO);
  • As required open and close the High Commission Chancery; and
  • Be responsible for dispatch and delivery of Safehand material.

Records Management and Registry Duties

  • Manage EDRMS systems administration
  • Ensure compliance with established registry procedures and requirements incl. the Archives Act;
  • Oversee the disposal of classified waste in accordance with legislative and security requirements;

AUSTRALIAN HIGH COMMISSION MALTA

Employment & Qualification Background

1. Personal Particulars

Title

/ Surname / Given Name(s)

2. Current Employment

Month/Year
Commenced / Employer /

Position

Brief Description

3. Previous Positions Held (including movement within an organisation)

Month/Year
Commenced / Month/Year
Finished /

Employer

/ Position / Level

4. Academic Qualifications

Year Received / Qualification /

Institution

5. Languages

6. Other e.g. Awards, Academic Appointments, Publications, Professional Associations, etc

AUSTRALIAN HIGH COMMISSION MALTA

Statement addressing the selection criteria (limit of three pages)

1. Strong organisational skills, attention to detail and the ability to work under pressure and manage priorities with limited supervision.
2. Strong oral and written communication skills, including effective negotiation, liaison and consultation skills.
3. Strong interpersonal skills and ability to build productive working relationships.
4. Proven ability to provide accurate and timely research and reporting, with a demonstrated ability to set priorities, show initiative, exercise sound judgement, meet tight deadlines and achieve results.
5. Proven ability to implement and manage programs and related budgets.
6. Proficiency and experience with computer software packages, including word processing, spreadsheets and databases, as well as a good working knowledge of information and communication systems.

We thank all applicants for their interest; however only those selected for an interview will be contacted.

The Australian High Commission Maltais committed to protecting the privacy of your personal information. Information provided will be used for recruitment and employment purposes only.