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 1,648,421 (gross) 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

The Corporate Officer provide administrative, logistical, and driving support to ensure the effective delivery of workplace health and safety (WHS), property and fleet management, and corporate services functions within the Embassy. Working under general direction, the role supports the implementation of established policies, procedures, and risk management practices while contributing to the smooth operation of Embassy activities.

The position operates within a small corporate services team and may be allocated duties outside the core responsibilities outlined in this position description to support operational requirements

Due to the nature of Embassy operations, the successful applicant will be required to provide back-up driving support to the Diplomatic Team outside standard business hours on a regular basis (approximately every two to three weeks). Overtime will be paid in accordance with applicable employment conditions and policies.

 

 Requirements

• Hold and maintain a valid Chilean driver's licence and demonstrate a strong commitment to safe driving practices.
• Be available to undertake after-hours duties as required to support official visits, events, transport requirements and other operational needs.
• Provide back-up driving services for the Head of Mission (HOM) as directed.
• Undergo and successfully complete a pre-employment medical assessment in accordance with Embassy policy for positions with driving duties.
• Undertake additional duties consistent with the classification, skills, and operational requirements of the Embassy as directed by management.
• High degree of fluency in verbal and written English and Spanish communication skills

 

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

• Relevant qualification and/or at least three years’ relevant work experience.
• 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).