About the Position
At the Australian Embassy in Tokyo, under general direction of the Defence Office Manager, provide administrative support to the Office of the Australian Defence and Armed Services Staff Tokyo, and other defence personnel deployed in Japan. This position also requires liaison with internal and external stakeholders in relation to visits, travel and events.
This role requires a very flexible person who is a committed member of the team and is able to prioritise effectively at short notice.
The key responsibilities of the position include, but are not limited to:
• Manage and coordinate international and domestic transport, hotel, and other travel arrangements in accordance with government policy and entitlements.
• Calculate and prepare associated paperwork for the estimated costs related to the official travel and submit for pre-approval to the Defence Office Manager (DOM) or Directorate of Attaché Overseas Management (DAOM).
• Establish, develop and maintain strong working relationships with a range of key internal and external stakeholders including with Embassy staff, vendors, hotels, airlines and travel agents and maintain supplier database.
• In conjunction with key stakeholders and project leads, coordinate and maintain an engagement matrix capturing annual, quarterly and near term engagement activities of the Defence section. Presentation and briefing of this will be used to facilitate the appropriate allocation of financial and other resources and assisting strategic decision making.
• Plan and deliver events and functions for Defence including managing the delivery of multiple concurrent events, coordinating stakeholders, speakers and other logistical arrangements such as guest lists, catering, entertainment and technical support.
• Coordinate bookings of restaurants and maintain restaurant database.
• Prepare a range of written correspondence and reports, including production of invitations.
• Maintain the Defence contact database.
• Manage and maintain wine inventory list and assist representation kit stocktake.
• Provide translation in both English and Japanese to support officials as required.
• Contribute to program development and logistics arrangements for ministerial and official visits, including making appointments with high-level officials and providing advice on meetings and events. Perform other administrative duties and back up as required.
※ Confirmation of employment is dependent on meeting all security vetting requirements.
※ To apply for this position, a completed Job Application Sheet and your English resume must be submitted by email to the designated contact address by 5 p.m. 14 September 2022. Please refer to the Australian Embassy Website (Job Opportunities) for contact information and the application sheet.
【You will only be contacted should you be successful in gaining an interview】
Thank you for your interest in working for the Australian Embassy Tokyo.
Last modified on September 14, 2022
The above information is a public job ad. This job ad is neither an offer nor a contract.
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