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Job: Office Manager (AFP)

Position Details

Position title: Office Manager (AFP)
Location: Embassy of Australia, Washington DC
LE Level: 4
Position Number: 11626
Status: Full time
Agency/Branch/Work Unit: Australian Federal Police
Salary: $53,380 USD per annum
Security Assessment: Required*

*Employment in the advertised position is dependent on the employee holding or obtaining the required level of clearance. Security clearances can take several months to process, and employment cannot be commenced until the required level of clearance is confirmed. There is no guarantee that the successful candidate for the position will be successful in obtaining a clearance. The inability to obtain a clearance prevents that applicant from being employed and loss of a security clearance at any time will lead to termination of employment.

Contact Information

Contact Officer: Specific questions related to the position can be directed to Megan Fox at megan.fox@afp.gov.au.

Read information on Locally-Engaged positions (PDF) and terms and conditions of employment.

Email additional questions to: Recruitment.Washington@dfat.gov.au.

Closing Date

The closing date for receipt of applications for this position is Opening of Business on Monday, 29 January 2018 (EST).

Applications received after the closing date will not be considered. If you have not been requested to attend an interview within four weeks of the closing date please assume that your application has not been successful on this occasion.

How to Apply

Carefully read and follow the how to apply instructions outlined on our website.

Tax

Please note taxation is a personal responsibility for all Locally Engaged Staff and individuals should confirm their taxation obligations before considering an offer of employment with the Embassy. (More information can be found on Terms and conditions of employment.)

About the Department

The Australian Federal Police (AFP) is a progressive and multi-faceted law enforcement organisation taking a strong lead in the fight against 21st century crime.  The AFP's role is to enforce Commonwealth criminal law, contribute to combating complex, transnational, serious and organised crime impacting Australia's national security and to protect Commonwealth interests from criminal activity in Australia and overseas.

So, too, is the AFP's commitment to international relations which drive interagency collaboration and enable transnational crime to be tackled anywhere. At a national level, the AFP continues to work successfully with the Australian Government and key agencies on a range of counter-terrorism, crime-fighting and capacity building initiatives.

The AFP is a global policing agency committed to staying one step ahead in a rapidly evolving criminal environment.

Job Description

The position of Office Manager is located in the Washington D.C Office and reports to the Minister Counsellor (Police Advisor) who manages AFP activity in North, Central and South America.

The Office Manager provides dedicated executive assistance to the Minister Counsellor (Police Advisor) as well as administrative and logistical support to the Washington DC Office.  This position is required to interact with various agencies of the Embassy of Australia (Washington), AFP members in the Americas and Australia well as local, state and federal law enforcement in the United States.

The position also assists in the coordination and planning of events and representational activities.

Some after-hours work may be required.

Duty Statement

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

  • Provide first point of contact reception services via telephone, email and in-person
  • In accordance with AFP guidelines provide executive assistant functions and administrative support to the Minister Counsellor (Police Liaison) and AFP Office
  • Perform a range of office management activities including administrative reporting, purchasing of office supplies, monitor and action shared inboxes, preparation of correspondence and other documents including but not limited to routine spread sheets
  • In accordance with AFP Guidelines manage the planning and coordination of official representation functions for A-Based staff and the AFP Washington Office
  • Coordination of official travel including seeking worksite clearances and the creation of travel briefing packs
  • Process and record financial transactions including preparation of claims for payment, reimbursement and monthly acquittal of Australian Government Corporate Cards (AGCCs)
  • Send and document receipt of air freight and safe hand packages
  • Provide assistance to telephone enquiries to clients and stakeholders on routine matters under limited direction
  • Provide logistical support to incoming and out-going AFP A-based staff in consultation with DFAT
  • Analyse monthly expenditure for Washington office cost centres and reconcile DFAT End of Month (EOM) reports with AFP EOM report
  • Assist with annual budget forecasts
  • Assist AFP Finance requests for AFP Fringe Benefit Tax (FBT) Statements
  • Complete annual stocktake of assets, including purchase and disposal of assets
  • Facilitate and provide administration of official visit programs for AFP and State law enforcement representatives, including Senior Executives.
  • Process data as required into AFP information management systems
  • Develop and maintain professional relationships with internal and external stakeholders         

Selection Criteria

Candidates must address all selection criteria for applications to be considered.

Essential

  • Experience in effective executive and administrative support, including the ability to undertake financial management
  • Well-developed oral, written, and interpersonal communication skills
  • Demonstrated organisational skills including the ability to prioritise and achieve work goals under pressure
  • Demonstrated ability to adapt and overcome fluctuations in workloads
  • Knowledge of Microsoft Office software and experience interrogating electronic information systems
  • Flexibility, reliability and an ability to work both independently and as a productive member of a team with minimal guidance

Desirable

  • An understanding of AFP core business
  • Ability to hold a valid United States drivers license
  • Experience organising large corporate events