Australian High Commission
United Kingdom
Australia House, London

Executive Assistant - Malta

Contract:  Permanent

Full-Time:  36 hours 45mins

Security Assessment: Australian National Security Clearance (Negative Vetting Level 2)

Starting Salary: €19,764 pro rata + competitive benefits

Location: Malta

 

Applications are sought from persons interested in employment at the Australian High Commission in Malta as Locally Engaged Staff.

It is a condition of this appointment that any candidates applying for this position must be able to obtain and maintain an Australian National Security Clearance and must therefore be a citizen of Australia. 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 Clearance for this position and are therefore not eligible to apply for this position.

About the Position

The Executive Assistant is a fundamental role in DFAT as the successful candidate will be responsible for managing the High Commissioner’s Office, maintaining communication systems, delivering the High Commission’s Public Diplomacy and undertaking research. The position includes high level administration, assisting with Public Affairs and managing the implementation of strategies across the department.

Key responsibilities of the positon include, but are not limited to:

Administrative Duties

  • Provide the High Commissioner’s office with high level administrative support
  • Maintain the Head of Mission’s (HOM’s) appointments, diaries and schedule
  • Undertake other duties tasks as directed

Public Affairs and Research Duties

  • Liaise with the Senior Administrative Officer (SAO), Government & Public Officials, other Diplomatic Missions and affiliates in the Private Sector
  • Attend consultations with the HOM and SAO and assist with developing and implementing Public Diplomacy (PD) budgets, annual strategies and annual reporting
  • Assist the HOM with the implementation of the High Commission’s Economic Diplomacy Strategy
  • Organise both the Australia National Day and ANZAC Day receptions
  • Provide administrative and logistical support for visits programs, including liaison with Maltese and Tunisian government agencies, media, and other organisations
  • Prepare reports on political and economic developments in relation to Malta and Tunisia
  • 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

Systems Administration and Security Duties

  • Maintain the effective operation and of the High Commission’s communication systems and ensure compliance with departmental and Australian Government requirements
  • Maintain the integrity of communications systems and ensure compliance with Departmental security policies
  • Manage the High Commissions website
  • As required assist Post Security Officer (PSO)
  • As required open and close the High Commission Chancery
  • 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 requirement

 

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

In order to be considered for the interview, applicants must be able to demonstrate that they possess the following:

  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:

  • Job Application cover sheet;
  • Employment and Qualification Background sheet; and  
  • Response to Selection 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 on Sunday, 7 August 2016.

Please send applications to the attention of “Recruitment Officer: Executive Assistant Position” by email to [email protected] or by post to the following address:

 

Antoinette Mifsud

The Recruitment Officer

Australian High Commission

Ta’ Xbiex Terrace

Ta’ Xbiex  XBX 1034

Malta