Receptionist / Administrative Assistant

Australian Representative Office
Ramallah

Vacancy Receptionist / Administrative Assistant

Position number: 11149 – Grade 3
Local designation: Receptionist/Admin Assistant
Supervisor: Office & Accounts Manager
Section: Administration
Position status: Full Time: 37 hours (Monday to Friday)


The Australian Government is an Equal Opportunity Employer

Applications are invited for the above position in the Administrative Section of the Australian Representative Office (ARO), Ramallah.

The duties of the position and application requirements are listed below. All applicants should ensure that their application addresses the criteria. Applications that do not meet the criteria set out under the heading “Application requirements” will not be considered for interview.

Process
Applications should be directed by email only to [email protected] and must be received by the ARO before midnight on Sunday 14 June 2015. Late applications will not be considered.

The ARO will not acknowledge receipt of applications. Short-listed applicants will be contacted directly for interview. Any applicants who are interviewed will be advised of the final outcome.

Unsuccessful applicants who rate highly in this employment process may be considered for employment with the ARO should another similar position become vacant within the next 6 months.

The ARO will establish a Selection Advisory Committee to conduct interviews for the short listed applicants, check references and select the most suitable applicant.

Applicants are advised to pay close attention to the duty statement and selection criteria when preparing their application.

Duties

The key responsibilities include but are not limited to:

-Primary responsibility is to maintain the reception area, including operating the reception telephone switch and fax, filling, internet searches, and manage ARO visitors
-Provide reception service for visitors and respond to routine enquiries from the public, referring more complex queries to the senior officer
-Undertake financial and administrative tasks, including office accounting procedures and exercising the appointments made by the Finance Manager
-Coordinate payments and purchases and assist with managing relations with office vendors and tradespeople
-Backup for Public Affairs Officer in managing HOO meetings, appointments and logistical arrangements for all visits to the office
-Maintain timely and accurate advice to the Post Security Officer on issues and developments that may affect the security of the office
-Provide security advice to Department of Immigration and Border Control staff as required
-Coordinate the delivery and collection of mail.
-Internet research and translation as required
-Assist the key contact officer in the Direct Aid Program (DAP), preparation of DAP visits and liaising with local Palestinian NGO
-Provide professional and accurate responses to DAP clients as required
-Assist Lana in managing the ICT systems at the office
-Other duties as required

Application requirements

Candidates should include the following documentation in their application:

1-Curriculum vitae (resume) in English, containing:
a-Personal information, including address, email and telephone contact details
b-Residency/employment status in the Palestinian Territories (including East Jerusalem)
c-Summary of employment history
d-Names and contact details of three references

2-Statement supporting the Selection Criteria (set out below).
a-This should be a written statement in English, addressing each of the Selection Criteria (maximum of two pages in total for the statement of claims).
b-Applications that do not address the selection criteria will not be considered for interview.

Selection Criteria

1-Demonstrated ability to solve problems and complete administrative tasks in a timely manner with attention to detail
2-Proven ability to work as part of a team and act quickly and flexibly in response to emerging issues and adapt to changing work priorities.
3-Accounting qualifications and/or proven experience working in accounts would be an asset
4-Experience, if any in using the SAP accounting package or other ERP, and proven ability to use computer applications such as Excel and Microsoft Outlook.
5-Strong oral and written communication skills in English and Arabic and the ability to deal with the public and to negotiate, liaise and consult with a range of external contacts.

Position requirements

The successful applicant will also require the following:

1-Ability to work overtime, as required
2-Fulfil the ARO’s medical and security requirements.
3-Holder of travel or residency documents permitting travel to areas outside Ramallah.
 
Process
Applications should be directed by email only to [email protected] and must be received by the ARO before midnight on Sunday 14 June 2015. Late applications will not be considered.

The ARO will not acknowledge receipt of applications. Short-listed applicants will be contacted directly for interview. Any applicants who are interviewed will be advised of the final outcome.

Closing date will be COB Sunday, 14 June 2015

The ARO is an equal opportunity employer and is a smoke-free working environment

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