Friday, February 24, 2017

Public Diplomacy/Events/Administrative Assistant At The Australian Embassy Dublin

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€28,195 to €30,875 per annum
Contract, Permanent | Full Time
Last updated:

Job Description

The Australian Embassy Dublin invites applications for the position of Public Diplomacy/Events/ Administrative Assistant.  Working hours are approximately 7 hours per day (approximately 35 hours per week), Monday to Friday from 09:30 am to 17:30 pm (including 1 hour for lunch). Employment will be offered on a fixed-term contract basis for an initial period of six months (the probationary period).  Subject to satisfactory completion of the probationary period, a further 6 month contract may be offered. The salary range for this position will be €28,195 to €30,875 per annum.
 The terms of employment will be in accordance with the Conditions of Service for Locally Engaged Staff of the Australian Embassy Dublin. Employment will be subject to the successful completion of pre-employment probity check, a medical examination and evidence of your entitlement to work in Ireland by virtue of citizenship or relevant work permit. The employee shall not engage in outside employment whilst working for the Embassy without the prior written approval of the Ambassador.
 The successful applicant will be enthusiastic, self-motivated, demonstrate excellent interpersonal and communication skills, sound financial management skills, a client-service focus and an aptitude to work as a member of a small but dynamic team. Applications will be assessed on merit and must address the selection criteria.
 The closing date for receipt of applications is Friday 3 March 2017.  Late applications will not be considered.
 About the Position
The key responsibilities of the position include, but are not limited to:
 Under direction from the Research Officer manage and implement public diplomacy initiatives including administration of the public diplomacy budget.
  • Plan, organise and manage embassy events; including managing guest lists, procuring required services including catering arrangements and audio visual equipment
  • Assist with media enquiries about Australia and proactively seek placement of positive stories about Australia and embassy initiatives in the Irish media
  • Assist with the placement of information kits to schools as requested
  • Assist with the logistical arrangements for visitors to the embassy
  • Assist with programmes for visiting Australian officials and other VIPs
  • At times acting as the embassy’s Cashier: receipting revenue through the embassy’s cash register and financial management information system SAP
  • Assist in the preparation, checking and processing accounts payable and receivables and providing general finance-related assistance to the Office Manager/Accountant and Senior Administrative Officer
  • Opening and despatching official mail/correspondence, maintaining the official registers
  • Maintaining the embassy’s contacts and events databases;
  • Maintaining the embassy’s electronic records management system
  • Assist the Passports Office on routine matters and provide cover for staff absences as required
  • Other duties as directed.  

  • Relevant work experience in the media/public relations/cultural relations fields
  • Ability to proactively identify opportunities to enhance achievements of Public Affairs and Cultural Affairs programs
  • Well-developed planning and organisational skills to manage multiple tasks and priorities in a high volume, client-focused environment in order to achieve required outcomes
  • Demonstrated ability to perform general administrative and financial activities, and comply with policies, procedures and legislative guidelines under direction
  • Ability to adapt a rapidly changing environment;
  • Excellent organisational and management skills, and the ability to work flexibly, both in a small team as well as independently - initiative is essential
  • Excellent written and oral communication skills in English
  • A strong interest in and knowledge of Australia, and understanding of the Irish and Australian operating environments
  • Demonstrated maturity and professionalism in dealing with clients and contacts
  • Excellent computer skills, particularly word processing, excel and database management, accurate data entry skills as well as the ability to use a range of software applications. Experience using SAP would be beneficial but not essential.
  • A valid residence permit allowing employment in Ireland.

Selection criteria
The successful candidate will:
A. Possess highly-developed administration skills and will have experience in planning and organising events from start to finish. They will be experienced in making logistical arrangements for an event or function.
B. Be highly organised and possess the ability to manage multiple tasks and priorities in a high volume, client-focused environments, which at times will include working to strict deadlines.
C. Have excellent computer skills, particularly word processing, excel and database management, accurate data entry skills as well as the ability to use a range of software applications including SAP. The successful candidate will also be social media savvy and familiar with all media platforms.
D. Be an excellent communicator with strong interpersonal skills, including the ability to communicate with empathy, clearly and simply with people from diverse backgrounds, in person, over the phone and in writing using sound judgement, discretion and confidentiality.
E. Possess the ability to contribute to the effective delivery of a service by providing a courteous, prompt and efficient service to internal and external clients.
F. Be able to adapt to change and work harmoniously with other team members in a busy work environment by demonstrating flexibility, reliability, adaptability, initiative and resourcefulness.

How to Apply:
(Please apply via where possible)
 To be considered for the position, applications must include:
  • your current curriculum vitae including details of at least two recent referees (name, position, telephone number and email address); and
  • a completed Statement of Claims Against the Selection Criteria of no more than three pages 

Completed applications must be received no later than Friday 3 March 2017. Late applications will not be considered.

Please note that only applicants short-listed by the Selection Advisory Committee (SAC) will be contacted for an interview. Short-listed candidates will be advised by 13 March 2017.

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