Administrative Support and Visits Officer – Manila – April 2019

Agency Department of Foreign Affairs and Trade

Position number 9458
Title Administrative Support and Visits Officer
Classification LE3
Division/Section Political Section
Reports to Counsellor (Political and Public Diplomacy)

About the Department of Foreign Affairs and Trade

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of
Australia and Australians internationally. This involves strengthening Australia’s security,
enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program
and helping Australian travellers and Australians overseas.

The department provides foreign, trade and development policy advice to the Australian
Government. DFAT also works with other Australian government agencies to drive coordination
of Australia’s pursuit of global, regional and bilateral interests.

About the section

The Political Section provides analysis and advice to the Australian Government on developments
in the Philippines, including about how to strengthen Australia’s broad-ranging relationship with
the Philippines. The section also takes the lead on managing and coordinating high-level visits.
The Political Section also encompasses the Public Diplomacy Unit of the Embassy and so is
responsible for disseminating information about Australia and the Embassy’s work in the
Philippines.

About the position

Under the direction of the Counsellor (Political and Public Diplomacy), the Administrative
Support and Visits Officer is responsible for providing administrative and logistical support in
the management of programs and activities within the Political Section.

The key responsibilities of the position include, but are not limited to:
 Assist in the reporting requirements of the political and public diplomacy sections, including
drafting routine correspondence, and completing media monitoring and research tasks
 Organise and coordinate representational meetings and Embassy hosted events including
liaison with stakeholders
 Manage logistical and administrative support for official visits to the Philippines, including
arranging appointments, airport facilitation, managing arrangements for accommodation and
protocol, and liaising with counterparts as required
 Coordinate Australian government-sponsored travel of Philippine government officials and
other Embassy interlocutors to attend international meetings and conferences
 Oversee and manage requests for domestic and international travel, including accommodation
 Maintain contact databases, undertake filing and maintain records for the section
 Provide assistance to the Executive Support Team (which supports the Ambassador and
Deputy Head of Mission)
 Respond to routine requests for information from corporate and program teams, and external
clients
 Build and maintain networks in government, academia, diplomatic missions, non-government
organisations, private sector, relevant partner government agencies and donor organisations
to further the work of the section
 Assist with the induction/orientation of new staff and visiting officers

Qualifications/Experience
 At least two years demonstrated experience working in an administrative support role in
government, diplomatic missions or the private sector
 Demonstrated experience and skills in office administration including records, financial
and/or travel management
 Demonstrated organisational skills, including the ability to monitor and anticipate workloads
of self and others, ability to prioritise effectively, and use initiative to ensure timely outcomes
 Demonstrated analytical and research experience/skills with the ability to follow through and
work as a member of a team
 Demonstrated ability to communicate clearly and concisely in written and spoken English
 An ability to develop and maintain positive relationships in cross cultural environments

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