Position Description Corporate Services Officer

 

Agency	Department of Foreign Affairs and Trade
Position number	SCL011
Title	Corporate Services Officer
Classification	LE3
Section	DFAT – Corporate Enabling Services
Reports to (title)	Corporate Services Manager
Salary	CLP 1,555,113 per month (starting base salary within a five-tiered pay structure) Plus CLP 188.325 meal/transport allowance
Tenure	This is an ONGOING role, with a probation period of 4 months.

 

 

 

 

 

 

 

 

 

 

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

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

Under direction, as part of the Corporate Enabling Services Team, the position will be responsible for identifying and managing WHS and security risks and mitigations.  This includes using a high degree of organisation, careful time management and record-keeping, while assessing and addressing competing priorities. You will coordinate with and manage a range of internal and external stakeholders to meet compliance and organisational requirements.

 

The position will be allocated tasking outside of the below responsibilities and provides back-up driving duties for the Head of Mission (HOM) Driver position. Assistance will regularly be required outside of standard business hours, (approximately every 2-3 weeks),  for which overtime will be paid.

In accordance with the Locally Engaged Staff Human Resources Manual (LES HRM) as a requirement of the position includes driving duties, a pre-employment medical check is required.

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

• Support the identification and reporting of workplace health and safety (WHS) and security issues, and assist with implementing agreed risk mitigation measures, under direction and in accordance with established procedures.
• Liaise with internal and external stakeholders on routine WHS and security matters to support the implementation of the Embassy’s policies and procedures, escalating issues as required.
• Assist with the administration of contracts and service agreements related to safety, security and property services, including maintaining records, monitoring service delivery against agreed requirements, and referring issues to supervisors.
• Process routine financial transactions, including calculations, payments, purchasing and procurement activities, using internal finance systems (SAP), in line with established procedures and under supervision.
• Provide safe and reliable driving services to staff and officials as required, including courier duties for official correspondence and consignments, in accordance with established protocols.
• Assist with fleet administration, including maintaining vehicle records, coordinating service and repairs, and supporting the scheduling of vehicles, under the direction of a supervisor.
• Provide logistical and administrative support for Embassy events and official visits, including assistance with WHS, security and transport arrangements, as directed.
• Support emergency preparedness activities, including maintaining emergency equipment, assisting with updating emergency procedures, and distributing information to staff and visitors as required.
• Contribute to the delivery of corporate services as part of a small team by undertaking other routine administrative tasks when required, including:
  • Assisting the Property Officer with administrative and coordination tasks related to property maintenance and contractor access.
  • Providing basic ICT support assistance to the ICT Support Officer, including logging issues and assisting users with standard requests.

 

Highly desired qualifications/experience/knowledge/skills

• High degree of fluency in verbal and written English and Spanish communication skills.
• Relevant qualification and/or at least three years’ relevant work experience.
• Ability to obtain and maintain a Chilean driver’s licence.
• Demonstrated ability to build and maintain effective working relationships with internal and external stakeholders, and work collaboratively in a small team.
• Strong organisational, analytical and problem?solving skills, with flexibility, initiative and attention to detail.
• Ability to work with minimal supervision, set priorities and meet deadlines.
• Understanding of financial management, procurement and contract administration, including compliance in a regulated environment.
• Demonstrated integrity, sound judgement and accountability, with competence in information management systems, including Microsoft Office (SAP experience desirable).