Administration Assistant (Property,Reception, Driver & LANA)

About the Department of Foreign Affairs and Trade (DFAT)
The role of the Department of Foreign Affairs and Trade (DFAT) is to advance
the interests of Australiaand Australians internationally. This involves
strengtheningAustralia'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 Australian Embassy in Stockholm
The Australian Embassy in Stockholm is responsible for advancing Australia' s
bilateral interests with Sweden, Finland, Latvia and Estonia, and for providing
Australians resident in orvisitingthese countries with consular and passport
services.

About the Position
This position is a mixed duties position, which undertakes a range of administrative
tasks, including Property Assistant, who works in consultation with the Office
Manager to oversee the efficient and effective management of the Embassy's
property portfolio and management responsibilities and Receptionist.
The position also undertakes the role of Local Area Network Administrator (LANA),
which provides ICT support to users within the Embassy. The position is also
the official Driver for the Australian Embassy, who is responsible for providing safe,
secure and reliable transport for all staff and maintaining the Embassy's official vehicles.
The position is also the Receptionist for the Chancery.
Under the supervision of the Office Manager, the key responsibilities of the position
include, but are not limited to:
. Assisting in property management as required. E.g. managing cleaners and coordinating maintenance at the Chancery or Australian personnel residences
. As Receptionist, manage the main switchboard telephone, direct calls and respond to telephone and e-mail enquiries and control public access to the Chancery
. Provide ICT support as follows:
. Undertake Local Area Network Administrator (LANA) duties including, maintenance of Satin Low network, telephone system, user accounts and connection issues in consultation with Regional Technical Officers in London and Canberra
. Assist with the management of all ICT Assets, hardware and software, including security systems and handsets and provide support
. Prepare the weekly Diplomatic Mail to be couriered
. Maintain office supplies and coordinate stationery purchases
. Collect and deliver mail and other correspondence daily
. Provide assistance with official functions and events as required
. Drive the Head of Mission, other staff, officials and visitors as required
. Maintain official vehicles in clean, sound conditions, by arranging regular services and maintenance
. Maintain records and respond to any vehicle incidents, malfunctions or deficiencies in accordance with departmental policies and guidelines.
. During times of absence this position will back-up the Ambassador's Executive Assistant & the Passport Manager
Qualifications/Experience
. Sound written and oral communication skills and an ability to translate and interpret between English and Swedish
. Demonstrated client service skills
. Ability to adapt in a rapidly changing environment
. Excellent organisational and self-management skills, and the ability to work flexibly, both in a small team as well as independently - initiative is essential
. High level of initiative and ability to work independently within a small team
. Capacity to exercise discretion and judgement
Essential
. Only candidates currently living in Stockholm will be considered
. Valid Swedish Driver's license
The position requires work outside standard business hours. The occupant of the position is required to work flexibly with the Embassy's driving staff in coordinating working hours to enable full coverage of official representative activities.

SELECTION CRITERIA
A. Evidence of previous driving experience, and demonstrated ability to maintain appropriate etiquette and protocol. Including, possession of a valid Swedish drivers licence. Demonstrated knowledge of traffic regulations and local traffic conditions. Excellent knowledge of roads and routes in Stockholm and ability to use GPS navigation equipment.
B. Strong customer service and interpersonal skills to facilitate and promote effective interactions with internal and external stakeholders.
C. Demonstrated administrative and organisational skills including the ability to use Microsoft Office packages.
D. Ability to work effectively with other team members in a busy, processing environment by demonstrating flexibility, reliability, adaptability, initiative and resourcefulness.