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Personal Assistant and Office Administrator (Defence)

Australian Embassy Paris, Paris

Job id:
Job type:
Government/Public Sector
Work area:
Office, Administration and Secretarial
Australian Embassy Paris
4 rue Jean Rey
Note that this advert has expired!
The application deadline for this job advert has expired, and it is no longer possible to apply for the position.
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Department of Foreign Affairs and Trade (DFAT)

The role of DFAT is to advance the interests of Australia and Australians internationally. This involves strengthening Australias security, enhancing Australias 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 Australias pursuit of global, regional and bilateral interests.

Department of Defence

The Australian Defence Force (ADF) is constituted under the Defence Act 1903.  Its mission is to defend Australia and its national interests. In fulfilling this mission, Defence serves the Government of the day and is accountable to the Commonwealth Parliament to efficiently and effectively carry out the Government's defence policy.

The primary role of Defence is to defend Australia against armed attack. Australia's defence policy is founded on the principle of self-reliance in the direct defence of Australia, but with a capacity to do more where there are shared interests with partners and allies.


2582€ Monthly gross salary (+ 13 month Bonus)

Employment conditions
LES Level - Prospective applicants should note that this is a Locally Engaged Staff position not entitled to diplomatic conditions of service, and requiring a valid work visa for France.

Security Level
Applicants must be a national of Australia, New Zealand, the United States of America, Canada, or United Kingdom and must be eligible for an Australian Government security clearance.  Persons holding dual French nationality with one of the above nationalities would not be eligible for a security clearance for this position.  Applications that do not specifically address and satisfy this requirement will not be considered.

Closing date for Applications: 17-02-2017

Application to be send by Email ONLY (in both English  AND French) to
- CV
- Cover Letter
- Application form (available here)

No other documents are required

Uncomplete or late applications will not be considered.

Should you not hear back from us within 6 weeks, please consider that your application was unsuccessful.

The Australian Embassy aims to ensure that people are engaged on the basis of their ability rather than their race, gender or background.


About the Position
This position is based in the Defence Office at the Australian Embassy in Paris and reports directly to the Defence Attaché (DA) Paris.

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

Personal Assistant:

Provision of administrative support to the DA including: diary management; arranging appointments and meetings, coordinating Defence representational activities.
Coordinate DA travel, including responsibility for travel and accommodation bookings, production and approval of Defence Movement Requisitions.
Preparation of DA Representational Funds Acquittal and assistance with post-travel financial acquittals.
Produce background information briefs for DA activities including research on individuals, history, current events and topical issues. 
Liaison with French and foreign military agencies and other Australian Government department representatives.
Management of the Defence Office contacts database. 
Assist Visits Coordinator in the preparation of programs for incoming Australian Defence Organisation VIP visitors to France, and senior French visitors to Australia.
Assist Visits Coordinator with logistical support to incoming visitors.
Management of Australian Defence Organisation and Defence industry security clearances to classified Defence and industrial establishments in France. 

Office Administration, Research Tasks & Office Support:

Translation (French to English, English to French) of official documents and correspondence.
Primary interface for all Australian Defence-related enquiries between the Defence Office Paris, external organisations and the general public.
Management of Defence Office training activities. 
Management of Defence representational gift supplies and gift and hospitality register.
Provide support to Administration and Correspondence Officer for Diplomatic Clearances and correspondence distribution and related record keeping.
General administration duties including photocopying, filing, scanning, maintaining stationary supplies and responding to telephone enquiries

Qualifications / Experience requested

Fluency in English and a high level of written and spoken French is essential.  Applicants being considered for the position may be required to undertake, and if so pass at a high level, oral and written tests in English and French.
Proficiency in Microsoft Office and Internet are essential.  Applicants being considered for the position may be required to undertake a test to demonstrate their capacity to use such software.
Demonstrated experience and proven ability in the provision of high level secretarial and administrative support.
Highly effective communication skills in both French and English.
Demonstrated ability to undertake tasks with minimal supervision.
Demonstrated capacity to work well within a small team environment.
Broad understanding of Defence operating structures.
Willingness to undertake occasional travel as required 
A drivers licence valid in France is desirable.

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