Administrativo, Finance and Administration

**Contract**: Ongoing

**Contract hours**: Full-time

**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 position**

The Administrativo, Finance and Administration role works within the Corporate Services Section of the Embassy. This position plays a key role in the daily administration of the Embassy, particularly in the areas of finance, human resources and record keeping. The position provides high quality advice on administrative issues and works independently on projects to progress the Embassy’s objectives.

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

- Manage the Embassy’s financial and budgetary processes, including the implementation and/or ongoing management of procedures to ensure compliance with relevant policies and regulations.
- Undertake finance processing and reporting in line with relevant departmental rules and guidelines.
- Manage the Embassy’s human resources processes, including liaison with external providers to ensure compliance with the Embassy’s employment conditions and with local labour law.
- Maintain the Embassy’s records management system to ensure information is stored and managed appropriately.
- Liaise with service providers and other stakeholders, including the Finance and Human Resources Sections of the Australian High Commission in London, to ensure operations are as efficient as possible and that performance standards are maintained.
- Undertake projects of varying scope and complexity, working independently with a view to improving efficiencies in the Embassy’s corporate services.
- Prepare responses to audit requests from central areas of the Department of Foreign Affairs and Trade.
- Administer the Embassy’s Direct Aid Program (DAP) for Equatorial Guinea, including liaison with Spanish development agency AECID and DAP applicants to ensure processes adhere to guidelines and projects meet objectives.
- Guided by a Memorandum of Understanding, work to support the Australian Federal Police and Attorney General’s Department in conveying and progressing mutual assistance requests with the Ministry of Justice.
- Coordinate administrative and logístical arrangements for official visits.
- Assist in other areas of the work of the Corporate Services Section of the Embassy as required.
- Other ad-hoc duties as required, including assisting the Consular and Passports Section of the Embassy.

**Qualifications/Experience**
- Excellent interpersonal, oral and written communication skills in both English and Spanish.
- Finance/Accounting qualification or equivalent experience (including working knowledge of SAP) would be an advantage.
- Understanding of relevant Spanish employment provisions and processes.
- Proficiency in Microsoft Excel, up to an intermediate level.
- Proficient administration and organisational skills as well as being able to collate information for reporting purposes.
- Ability to multi-task, prioritise and manage varied workload is essential.
- Prior experience working in a corporate services role in a professional office environment.

**Selection Criteria**

The word limit is strictly **250 words per response**. The panel will not assess responses that exceed the word limit.

**A**. Ability to take initiative, set priorities and organise work effectively and efficiently, and to complete projects and assignments with limited supervision

**C. **Demonstrated understanding of general human resource processes and Spanish employment rules and regulations.

**D. **Proficiency with Microsoft Outlook, Word and Excel. High level of IT literacy with the ability to manage an electronic records management system, ensuring on-going compliance with policy guidelines.

**E. **Willingness to add value to a team by getting involved at all levels and in all areas; to contribute to a friendly, team orientated environment.

**F**. Excellent oral and written communication skills and the ability to liaise and deliver advice effectively across all levels of the organisation.

We are looking for a hard working individual to join the team at The Australian Embassy, Madrid.