AUSTRALIAN EMBASSY
ANKARA
POSITION DESCRIPTION
Department
Defence
Position Number
11247
Position Title
Defence Administrative Assistant
Salary
Level 4 (Supervised by PN10615)
Valid from
1 July 2013
Tasks and Functions
1. Administration
%
30
Manage the Assistant Defence Attache’s (ADA) diary, including official calls,
attendance at official events and coordination of own representational functions,
when required.
Manage the travel program of the ADA including travel and accommodation
bookings, scheduling of appointments and coordination of the acquittal process.
Assist the Defence Office Manager with travel and accommodation bookings, and
scheduling of appointments, for the Defence Attaché, when required.
Assist the Defence Office Manager by undertaking the full range of office
management and administrative functions. This includes filing, maintenance of
Defence Office furniture and equipment asset registers, coordination of the
resupply of office consumables, monitoring of Defence contracts and leases,
monitoring of the Defence-DFAT Service Level Agreement, management of
official Defence vehicle and any other duties that may be required.
Maintain Defence contacts in Corporate Database and assist in the compilation of
invitation lists for Embassy functions as required.
Assist Defence Office Manager and Defence Section in coordinating flight
clearances.
Support the Office Manager in carrying out her duties and act as first point of
contact on Defence matters in her absence. Respond to requests for information on
Defence related issues from organisations, Government agencies and the general
public.
2.
Finance
30
Assist the Defence Office Manager in managing financial allocations provided to
the Defence Section within approved delegations and in accordance with current
financial management laws, doctrine and guidelines, the preparation of funding
bids, reporting of FBT requirements, management of Defence assets and tendering
processes for procurement or sale of those assets.
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Prepare spending proposals in accordance with the Australian FMA Act and
Defence Regulations.
Assist Defence Office Manager with reconciliation of accounts, budget reports and
cash management.
3.
ANZAC Day Assistance
30
Provide assistance to Anzac Day preparations and ceremonies, including logistics
management and travel arrangements.
Provide assistance to ADA for the Centenary of ANZAC Projects, as required.
Provide assistance to the Defence Office Manager in managing the programs of
Defence Contingents including Defence VIPs.
4.
Other Support
10
Undertake other functions and activities as directed Defence Attache, ADA or
Defence Office Manager.
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AUSTRALIAN EMBASSY
ANKARA
POSITION DESCRIPTION
Department
Defence
Position Number
11247
Position Title
Defence Administrative Assistant
Salary
Level 4 (Supervised by PN10615)
Valid from
1 July 2013
Comments
This position is part of a small Defence Office team which provides all of administrative and
financial support to the Defence Section. The incumbent should be well presented and possess
the skills necessary to support the ADA. This position may be required to travel and work
overtime. Annual leave may be restricted due to operational needs.
Skills and Experience
1. Ability to use Microsoft Outlook (in particular email and calendar functions); Microsoft
Word, Excel and PowerPoint.
2. Fluent in Turkish and English (speech, reading & writing).
3. Experience working in an international environment.
4. Ability to work effectively in a small team; show initiative; be flexible with allocation of
duties and hours of work; and be able to take direction.
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