Job vacancies - Ministry of Foreign Affairs and Trade and other New Zealand

mfat.govt.nz

Position Description

Position Title: Team Administrator, Visits & Events

Post: Canberra

Category: Locally Engaged Staff

Reports to: Administration Manager

Last Review Date: November 2017

Delegations: The position does not have any financial responsibilities.

About the Post: The High Commission represents the New Zealand Government to the highest standards of professional excellence in diplomacy, trade negotiations, international development and consular services. This is done by building connections with Australia that enables the New Zealand Government to achieve more than they could alone.

The Post takes a distinctively New Zealand approach, reflecting New Zealand's diversity and heritage. Our values are professionalism, leadership, respect, collaboration and innovation.

About the Position

The Team Administrator, Visits & Events is responsible for supporting the MFAT policy team through providing efficient, effective and proactive support to organizing visits and events. The role also includes wider administrative support.

Relationships

The position is required to build and maintain the following relationships:

Internal (within Post)

• Head of Mission

• Deputy Head of Mission

• Consul General, Sydney

• Other post seconded staff

• Administration Manager

• Executive Assistant

• Other locally employed staff

• Key staff in Ministry policy divisions

• Staff in Ministry Visits and Events Logistics Unit

External (outside Post)

• Ministry of Foreign Affairs and Trade and other New Zealand

Agencies

• Australian Department of Foreign Affairs and Trade,

Parliamentary Officers and other appointment contacts

• Department of Prime Minister & Cabinet, Ceremonial and

Hospitality Branch

• COMCAR

• New Zealand Honorary Consul in Perth, Consul General in

Melbourne and Sydney

• Hospitality service providers

• Travel service providers

• Local Government Contacts

• Peers in other key diplomatic missions

• Other New Zealand Agencies

Key Accountabilities

Visits

• Liaise closely with relevant Australia-based and New Zealand-based

contacts, including in particular Australia division and VIP executive

assistants, as directed.

• Maintain an up-to-date, reliable and useful register for official visits to

and from Australia, in liaison with Australia division.

• Develop and maintain visit programmes for visitors travelling to or from

NZ, as directed, keeping them up-to-date with all visit details.

• In consultation with seconded staff proactively propose/develop:

• visit objectives

• desired programme elements

• calls

• participant and guests lists

• transport arrangements

• security needs; and

• any programme protocols as required.

• Organise appointments in liaison with seconded staff. Ensure email

confirmation of appointments and reconfirm shortly before visit

• Collate supporting information for visits and the programme, including

background information, travel advice, contact details of the people

visiting/attending meetings etc.

• Arrange accommodation and vehicle movements. Ensure email

confirmation and reconfirm shortly before the visit.

• Undertake required preparation for any ceremonial elements of the visit

or event.

• Consider media and publicity elements of the visit and liaise with Public

Affairs and policy staff on opportunities and implementation.

• Support official visitors and delegations with any other logistical arrangements throughout the duration of their visits.

Events

• Liaise closely with Public Affairs and policy staff to assist with the logistical elements of events, either associated with visits or not, including:

• arranging and organising functions, meetings, presentations, conferences and workshops including venues, catering and associated agendas and documents as appropriate.

• organising and undertaking constituency-building liaison, public diplomacy and profile-raising events and functions that promote New Zealand's interests.

Administration

• Undertake general administration in support of the visits and events role, including scanning documents for electronic filing, maintaining contacts database, maintaining an up-to-date deskfile, providing an effective handover note etc.

• Manage all the logistical aspects of official visits undertaken by policy staff e.g. travel, accommodation, restaurant and transport bookings, programme and arranging appointments.

• Assist with financial documentation e.g. travel claims and preapproval travel application forms etc.

• Provide administrative assistance to the Administration Manager as required, including providing cover for the Executive Assistant and Consular Team Assistant (protocol/visa roles only).

Knowledge Management

• Contribute to the continuous development of the Post's knowledge base by using the Post's internal systems, sharing information and data with relevant internal stakeholders.

Security

• Be familiar with the Post Security Instructions and adhere to these at all times.

Other

• Undertake driving duties as required.

Qualifications, skills and experience

You must have the following qualifications, skills and experience:

• Ability to think critically and analytically

• Good research and information data analysis skills

• Ability to anticipate issues and problems and think of creative and effective solutions

• Demonstrated ability to contribute to and work within a team

• Excellent written oral and communication skills

• Demonstrated ability to build and maintain effective relationships

• Component In Microsoft Office Suite, including strong skills in Outlook, Word and Excel

• Well-developed planning and organisational skills, including ability to prioritise tasks effectively and work under pressure

• Strong customer focus, with the ability to communicate effectively with a range of people

• Possess a strong achievement/delivery focus - sets high standards including accuracy and attention to detail

• Ability to work autonomously and within guidelines, demonstrating the use of sound judgement

• Ability to anticipate issues and problems and think of creative solutions

• Displays personal integrity and an honest and ethical approach

• Hold a current/ clean driver's licence and be able to drive post vehicles(as required) safely in local conditions

Additional Comments

• Ability to obtain and maintain appropriate New Zealand security clearances.

• The job holder is expected to perform such other duties as can reasonably be regarded as incidental to the position description and such other duties reasonably within their experience and capabilities as may be from time to time.

A full list of all MFAT vacancies in Wellington and overseas is available here.