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Contract Position Vacant – Assistant Research Manager/Executive Assistant
Full time contract position (approx 5 months)
Salary: up to BR$3,608 per month.
Contract: This is a contract position depending on the successful completion of a 30 day probation period and character and police checks.
The contract period will be from 27 October 2008 – 20 March 2009
Position overview
This position is situated in the Political, Economic and Cultural Section of the Australian Embassy. The primary role of the position is to be the Executive Assistant to the Ambassador. This includes providing administrative support for the Ambassador, organising representational functions and assisting with arrangements for visiting Australians. The role also requires the position to undertake research assignments, manage official correspondence and assist with the Cultural Relations and Public Affairs program.
The Assistant Research Manager/Executive Assistant reports directly to the First Secretary Political. For a full list of duties and the selection criteria for this position please see below.
Application: In order to ensure that your application is eligible for consideration, please provide a completed application form. Applicants must address the selection criteria as outlined in the application form (word document). Applicants are advised to read the additional information preparing your application (link below) to ensure that their application meets the requirements.
Application form
Contact Officer: Information about the positions can be obtained from the contact officer Ms. Ilana Szabo. Requests for information must be sent via email to embaustr@dfat.gov.au. Please include your full name, your contact telephone numbers and any times you are not available to be contacted in your email. Ms. Szabo will contact you within one business day of receipt of your email.
Application Closing Date: Applications for this position close at 5pm on 30 September 2008. Applications received after the closing date will not be considered.
If you have not been contacted within two weeks of the closing date please assume that your application has not been successful on this occasion.
Applications should be mailed to the address below. Applications sent via email will not be accepted.
First Secretary Political
Australian Embassy Brasília
SES 801 – Conjunto K – Lote 07
Brasília – DF
70200-010
Security Character and police check will be conducted during the selection process.
Duty Statement – Assistant Research Manager/Executive Assistant
1. Provide administrative support for the Ambassador and Australian-based staff. Make appointments and arrange calls for the Ambassador and other A-based staff. Organise representational functions. Maintain an electronic database of Embassy contacts.
2. Undertake research assignments and collate information on relevant issues, as directed, in collaboration with Research Manager. Manage official correspondence between the Embassy and the governments of Brazil and Venezuela (and others as directed). Liaise and develop contacts with government and non-government agencies and with representatives of foreign governments.
3. Member of Direct Aid Program (DAP) Committee. Assist the Research Manager in answering inquiries, receiving, registering and analysing project proposals and checking institutions. Maintain documents and files related to DAP.
4. Assist with the Cultural Relations and Public Affairs programs. Respond to general inquiries on Australia. Provide information on Australian Government policies, activities and services.
5. Assist with the arrangements for visiting Australians including preparation of programs, arranging appointments, obtaining necessary approvals and clearances, providing briefing material and organising functions. Accompany visitors to appointments. Provide assistance with protocol arrangements.
6. Translation of documents and provide interpretation.
Selection Criteria
1. Excellent client service skills, including the ability to liaise professionally with clients, agents, and other stakeholders, to manage client expectations effectively and to identify/escalate cases of special significance.
2. Demonstrated ability to work independently, to plan and manage workload and deal effectively with high volumes of process work, concurrent with longer term projects. Ability to use computers and proficient with the Microsoft Office suite.
3. Ability to form positive working relationships with colleagues, visitors and clients of the Embassy. Willingness to participate as a committed member of a small and busy professional team.
4. Ability to analyse and assess information and make sound decisions and use problem solving skills to suggest improved processes improvements.
5. Strong organisational skills including the ability to manage programs/agendas for Australian diplomats and official visitors and organise official social functions.
6. High-developed written and oral communication skills in English and Portuguese.