Office Manager Austrade

OFFICE MANAGER (AOPL3)
Austrade, Moscow

The Australian Trade Commission in Moscow invites applications for the position of Office Manager.

This position offers an exciting opportunity for a motivated and client-focussed professional to work and grow with a dynamic team.

The successful candidate should be able to deliver administrative support and ensure full policy and procedural compliance in our Moscow office. The areas of responsibility include financial operations, day-to-day management of administrative support services, local procurement and contracting, property management as well as basic IT support tasks and input into Human Resources management.

The ideal candidate will have relevant tertiary qualifications/work experience and have solid administrative and organisational skills. Excellent communication skills, a high degree of computer literacy and the ability to set priorities are necessary to accomplish tasks in a demanding environment. A high level of discretion, tact and diplomacy is essential to this position. A demonstrated ability to work as part of a team and fluency in both English and Russian are further requirements for the position.

The successful appointee will have a 'hands-on’ and proactive approach to work combined with resourcefulness.

This is a locally based position. Employment will be based on Austrade’s Overseas Engaged Employee terms and conditions and employment will be governed by Russian labour law. Applicants must hold proof of rights of residency and employment in Russia to be considered for this position.

Austrade offers equal employment conditions and a performance-based management environment. For more details please find attached the full selection criteria (below).

Role

This position, located at the Australian Trade Commission (Austrade) within the Australian Embassy in Moscow, plays a key role in delivering administrative support and ensuring full policy and procedural compliance for purposes of regional, internal and external audit. This covers aspects of the Monthly Audit checklist, Austrade Administrative Standards Manual and Austrade Chief Executive Instructions (CEIs).

Duties

• Advice to Senior Trade Commissioner (STC) and local staff on compliance procedures and recordkeeping.
• Accounts payable, receivable, clearing account management, and banking, with support from Austrade’s regional Finance team, based in Frankfurt.
• Consultation, preparation and monitoring of budgets and performance outcomes.
• Local procurement and contracting.
• Maintenance and reconciliation of processes and registers for assets, contracts and client invoicing as well as managing processes and records for property leases and residential inventories .
• Assistance to staff with client invoicing procedures, including bad debt checking and, when required, follow up on outstanding accounts.
• Support to staff in respect of client activity coordination (organise meetings and venues).
• Maintenance of HR records in consultation with Austrade’s regional HR team, based in Frankfurt.
• Interface with regional IT support desk on local IT and telecommunications maintenance:
- Troubleshooting, installations, vendor & warranty relations,
- Maintenance of relevant office equipment contractual arrangements.
• Ensure strong working relationship with local government and Australian agencies.
• Work collaboratively within the Austrade network to contribute to service delivery, while supporting diversity in the workplace, the Australian Public Service (APS) Values and Code of Conduct and occupational health & safety principles.
• Provide remote office management support to Austrade post in Vladivostok

Requirements for the role

• Relevant tertiary qualification/s combined with work experience of at least three years in the field of office administration (including basic financial literacy).
• Language proficiency. Applicants must be fluent both in written and spoken English and Russian.
• Applicants must hold proof of right of residency and employment in Russia.
• Ability to utilise sophisticated computer-based systems to support work practices, including delivery of client services.

Selection Criteria

Please Note: Applicants will be assessed against the following selection criteria. Assessment will be based on:
• application form addressing the selection criteria
• skills and experience shown in applicant’s curriculum vitae
• answers to questions through the interview process
• referee reports.

1. Demonstrated administrative and office organisational skills.
2. Sound level of judgement, numeracy and attention to detail in a compliance environment.
3. Ability to set priorities and accomplish tasks in a systematic way.
4. Communication skills of a high order: well-developed communication (including written and report writing skills), interpersonal and negotiation skills.
5. High level of discretion, tact and diplomacy in handling sensitive information and client relationships.
6. Knowledge of (or the ability to develop) Austrade's mission, systems, policies and processes to provide advice and assistance to the STC, local Austrade team and clients/customers.
7. Self-motivated, outcomes-driven individual with a commitment to contribute and communicate as a team player.
8. A ‘hands-on’, proactive, creative and energetic approach to work combined with resourcefulness.

Applications close on Friday 29 October 2010