Australian High Commission
Cook Islands

Vacancies

Job Vacancies

The Australian High Commission in Rarotonga is hiring an Office Manager. 

Office Manager 

AGENCY

Department of Foreign Affairs and Trade

POSITION NUMBER

RA001

POSITION TITLE

Office Manager

CLASSIFICATION

LE5/CI$39,979 

REPORTS TO (TITLE)

High Commissioner

 

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.

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

About the specific position

Under general direction, the Office Manager manages a range of corporate services and activities for Rarotonga post, including the maintenance of financial, security, ICT and HR policies and procedures and the day-to-day management of the office including travel, diary management, stakeholder management and client service delivery. Additionally, the position will support the High Commissioner in managing Cook Islands’ participation in regional programs, the support of Cook Island organisation that a bilateral grants program and in researching and drafting material for use in post’s reporting and analysis.

The key responsibilities of the position include, but are not limited to the following.

  • Manage the financial and administrative operations of the post, including preparing financial reports, maintaining post’s budget, monitoring and reporting on post expenditure.
  • Manage the office in the absence of the High Commissioner.
  • Undertake property, security and workplace health and safety management for the residence, chancery and official vehicle.
  • Provide consular assistance to Australians, liaise with consular teams in Canberra, and report on consular cases and statistics using our dedicated consular systems.
  • Provide provisional travel document services to clients.
  • Develop and maintain networks with internal and external stakeholders, including government ministries, private representatives, community organisations and other embassies/high commissions and provide advice on protocol, corporate and consular matters as required.
  • Prepare Third Person Notes and other diplomatic correspondence as required.
  • Coordinate and manage Australian support for Cook Islands’ engagement in a bilateral grants program, including through producing quality reporting.
  • Plan and deliver functions and events for the High Commission.
  • Monitor local media for stories relevant to Australian interests, and shape media coverage of Australia in Cook Islands by designing and organising media events, and preparing press releases and background information.
  • Prepare and manage the High Commissioner’s program and schedule of appointments, including arranging official appointments, receiving and escorting official visitors and making travel arrangements.
  • Assist with program preparation and provide logistical support for visiting officials.

Qualifications/Experience

  • Demonstrated professional/technical qualification or specialist expertise, knowledge or experience in office management and administration.
  • Experience in providing executive, operational and financial support is a small office environment.
  • Experience in program/event planning and client service delivery.
  • Proficiency in computer applications including Microsoft Office suite.
  • Strong English written and verbal communication skills.
  • Proficiency in Cook Islands Maori would be an advantage.

Selection Criteria

  • High-level judgment and organisational, time management and prioritisation skills.
  • Excellent interpersonal and client service delivery skills.
  • Demonstrated experience delivering on key functions/tasks under limited direction in a small busy office environment.
  • Excellent office management and administrative skills including Microsoft Office suite.


Applications should consist of a cover letter and CV of no more than 3 pages and emailed by Friday 18 September 2020, 4pm CI Time to AHCRarotonga.Recruitment@dfat.gov.au