Vacancy 14/15: Inventory and Events Assistant (Temporary)

Office Circular No 14/15

Vacancy: Inventory and Events Assistant (Temporary)

The Australian High Commission, New Delhi, is seeking applications for the temporary position of Inventory and Events Assistant at the Australian High Commission, New Delhi.

Applicants are advised to read the Position Description below prior to addressing the selection criteria. Applicants must address each of the selection criteria. Applications that do not specifically address the selection criteria will not be considered. Further information on selection criteria is available on our website http://www.india.highcommission.gov.au

The successful applicant will be offered a temporary contract of employment for a period of six months, with the possibility of a short extension.
The commencing salary will be in the salary range of between Rs33, 000 per month and Rs36, 000 per month, depending on skills and qualifications for the role.

HOW TO APPLY
Applicants must submit by close of business Friday 22 May 2015 the following documents in Microsoft Word format with subject header ‘Application for Inventory and Events Assistant’ to [email protected]
(1) A font size 12 typed statement addressing each of the selection criteria.
(2) A resume detailing your contact details, work experience and the names and contact details of two referees.

Applications not meeting these criteria will not be considered. No late applications will be accepted and only short listed candidates will be contacted.

About the 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
Primary purpose of this role is to provide administrative support to the DFAT Property Team.

The Australian High Commission in New Delhi maintains a property profile of two level free standing main Chancery building; a smaller Chancery building; a two level High Commissioner’s Residence; two townhouses, five free-standing bungalows and a three level apartment block (all housing diplomatic staff); a three level block housing domestic staff; various services buildings and recreation facilities like social club, tennis court, swimming pool and playgrounds. The High Commission also has several leased off compound residences housing for Australian Diplomatic staff in suburbs of Delhi.

The property section manages the High Commission property profile, liaises with our contracted facilities manager and various other service providers to provide property related services to the Australian Government departments and agencies attached to the High Commission.

The key responsibilities of the position include, but are not limited to:
1. Assist the DFAT Property team and report directly to the Property Manager.

2. Inventory management;
a. Maintain the database of inventory – including compound plant and equipment, residential furniture and fittings (F&F) and other related inventories.
b. Input new items into the MS Access database.
c. Record asset and inventory movements – including physical movements on/off compound and intra-agency transfers.
d. Remove obsolete items from service and preparation for disposal or sale.
e. Assist during auctions and stocktakes.

3. Settling in/out kits;
a. Scheduling delivery and removal of kits.
b. Stocktake of kit items on officer changeover.
c. Replenish kits.
d. Liaise with officers for signoff and cost recovery.

4. Routine assistance with compound inspections for required maintenance – jointly with the WHS Officer.

5. Assist with the day to day co-ordination and planning of the event programme including telephone answering, responding to email enquiries, researching suppliers, negotiating contracts, necessary set-ups and breakdown.

6. Support the Arts and Events Officer to prepare management plans and safety documentation.

7. Other property related duties as directed, including backing up members of the property team.

Qualifications/Experience
1. Completion of a graduate level is required.
2. Two – three years of progressively responsible experience in office administration.
3. Fluent English verbal and written communication skills, proficiency in Hindi is highly desirable.
4. Must have sound Information Technology skills including MS Word, MS Excel, MS Access and the capacity to quickly become proficient in High Commission systems, programs and policies.
5. Proven organisational abilities and successful workload management practices in order to deliver in a high-pressured environment of tight deadlines and competing priorities.
6. High level of flexibility and willingness to work outside regular hours at short notice.
7. Basic knowledge of property management (construction, plumbing, electrical) is preferable.

SELECTION CRITERIA
1. Demonstrated ability to effectively manage and record inventory management. This includes assistance during auctions and stocktakes, organisation of settling in/out kits.
2. Well-developed problem solving skills with a focus on complex property and technical issues.
3. Demonstrated ability to work effectively in a team-based environment.
4. A high level of written and spoken English and Hindi is required.
5. Demonstrated ability in the use of the Microsoft Office suite, including Excel and Access.