AGENCY	Department of Foreign Affairs and Trade- DFAT
TITLE	Property, Administrative and ICT Support Officer
CLASSIFICATION	LES 3
SECTION	DFAT – Administration
REPORTS TO	Corporate Services Manager
SALARY	CLP  1,396,737 per month (starting base salary within a four-tiered pay structure) Plus CLP 188.325 meal/transport allowance
AUTHORISED TO	Exercise financial delegations on behalf of the Australian Embassy and the Australian Government Represent the Australian Embassy in Official Duties Access information relevant to personal financial records
SYSTEM ACCESS	Classified Government Network Classified Government Records Remote access to secure network
COMPLIANCE FRAMEWORK	All staff must comply with all applicable corporate and operational requirements that arise at law or pursuant to policies and authorised practices.
TENURE	This is an ONGOING role, with a probation period of 4 months.
JOB CATEGORY	POLICY   |     CONSULAR    |    ADMINISTRATION   |    RESEARCH   |   IMMIGRATION
LOCATION	El Golf, Las Condes, Santiago

 

About the Australian Government’s Department of Foreign Affairs and Trade (DFAT) Affairs

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 Property, Administrative and ICT Support Officer actively manages leases, maintenance, repairs and purchasing for all properties owned and leased by the Embassy, including residences and the office. This position also assists the Service Delivery team in financial processing and budgeting. In addition, this role will provide support to the Embassy in relation to internal technical support and will work collaboratively across the broader DFAT network. This position is based in-office and requires occasional work outside of standard office hours, for which overtime will be paid.

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

• Manage the Embassy’s property portfolio, including negotiating and managing property leases, paying rent and common charges using internal finance software (SAP).
• Manage contracts, service agreements and relationships with external contractors to carry out maintenance and repairs on Embassy properties in compliance with Australian Work, Health and Safety legislation.
• Maintain relationships with internal stakeholders, including diplomats and representatives of other Australian agencies in the Embassy.
• Manage budgeting, purchasing and procurement for the Embassy as relates to property management, in compliance with internal policies and procedures.
• Maintain relevant property, contract and vendor databases records and reports.
• Perform regular inventory stocktakes and assessments to comply with financial policies.
• Ensure records management is systematic, up to date and complete to meet accounting audit requirements.
• Provide technical support in relation to the unclassified network, manage records in accordance with policy and legislation, troubleshoot first level IT and communication issues, liaise with local communications providers, and deliver basic user training to new starters on ICT systems.
• Maintain the inventory of ICT devices and assets and complete routine stocktakes, ensuring all systems are up-to-date, secure, and well maintained.
• As part of a small team, provide reasonable support the Embassy’s corporate, policy and public diplomacy functions in periods of high workload or absence, including (but not limited to) backing up other administrative roles, assisting with events and providing planning and logistical support for high level visits to Chile by Australian officials.

NOTE:  the list of responsibilities herein is not intended to be all-inclusive.  It may become necessary to modify/change these position responsibilities from time to time in line with changes to Embassy’s business needs.

 

Qualifications/Experience

• Tertiary qualifications in business administration, procurement, client services or minimum three years of proven working experience in a relevant field.
• Demonstrated ability to manage relationships with internal and external stakeholders.
• Demonstrated ability to achieve desired results through negotiation.
• Advanced level in written and oral communication in Spanish and English.
• Proficient in the use of Microsoft operating software and experience using accounting software (experience using SAP would be an advantage).
• Skills and interest in learning new IT systems and processes.
• High level organisational skills, with a focus on setting priorities and working within timeframes and deadlines, that align with and achieve own and team outcomes. This often includes working under pressure and with limited supervision.
• Strong communication skills with a focus on being a team player and applying sound judgement.
• Strong sense of accountability, honesty, integrity, and understanding of relevant policy frameworks. A high level of familiarity with computers (Windows) and network management would be an advantage.
• Demonstrated initiative flexibility and adaptability.

 

Eligibility

To be eligible to work at the Australian Embassy in Santiago de Chile, the successful applicant will require:

• a clean police background check, Certificado de Antecedentes; 
• if a non-Chilean national, a valid work permit/visa; and
• successfully complete the Embassy Probity Check and sign a Declaration of Secrecy statement.