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Title: Office Manager

Location: Berlin

Department: DFAT

Classification: LE5

Contract: Permanent

Full-Time: 37 hours and 30 minutes per week

Salary: €60,711

About The Department of Foreign Affairs and Trade

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 development 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 limited direction, the Office Manager is responsible for the provision of corporate enabling functions within the Embassy including financial, HR, IT and property services. Leading a small team, the Office Manager has the key role of ensuring the effective, efficient and ethical delivery of corporate services. The position also provides high quality support and strategic advice on operational matters to post management and delivers projects and other outcomes to progress the Embassy’s objectives as required.

Key responsibilities of the position include but are not limited to:

• Manage the day-to-day corporate functions within the Embassy and provide high-level support and strategic advice to post management on office administration, human resources, property, finance, IT, and client service.
• Manage and lead a team, including allocating resources, setting priorities, monitoring workflows, managing performance and training and identifying learning and mentoring opportunities.
• Develop, implement, review and ensure compliance with corporate policies and practices, and update and streamline internal processes as required.
• Maintain in-depth knowledge of, and interpret local employment terms and conditions, associated policies and local labour law requirements, to resolve complex issues and provide advice to post management.
• Monitor expenditure and provide analysis, reporting and advice on the financial management of the Embassy, including preparation of the annual budget in consultation with the Finance Manager.
• Develop, strengthen and maintain strong working relationships with a range of key internal and external stakeholders, including local authorities and partner agencies, and represent the work area at relevant meetings.
• Liaise with and act as the first point of contact for the Regional Service Delivery Hub (RSDH) London and other relevant areas of DFAT on finance matters.
• Manage the Embassy’s electronic filing system, financial records and other auditable documents, and contract database to ensure resources are used efficiently.
• Assist with the coordination of programs for visiting Australian officials and associated logistical support and manage in-house meeting and catering arrangements.
• Undertake other duties as required.

Qualifications/Experience

• High-level leadership and management skills with a demonstrated ability to provide strategic advice and achieve results.
• Relevant finance, HR, IT and property experience in a small to medium sized organisation.
• Previous experience in the use of MS Office, in particular Excel, including the ability to prepare and maintain reports. Previous experience with SAP would be an advantage.
• Ability to understand and apply labour legislation, regulations and guidelines as related to the operations of personnel services.
• Demonstrated ability to manage resources, work independently and prioritise and organise workloads to meet deadlines.
• Fluency in written and spoken English and German is essential along with an ability to communicate effectively orally and in writing.
• Ability to get things done within procedural and ethical guidelines.
• Strong interpersonal skills and the ability to establish and maintain effective stakeholder relationships.

Selection Criteria

You will be required to address the selection criteria below in your application. You must include succinct, high-level and relevant examples that support your claims against the role. Please allow a maximum of 250 words per criteria.

A. Demonstrated ability to manage an office and small team including management of financial and human resources.

B. Demonstrated decision-making skills and balancing of competing priorities, with the ability to exercise discretion and good judgement in apply