Position Description
Position Title - Ingoa Tūranga
Executive Assistant
Group – Puni
Americas and Asia Group (AAG)
Post – Te Aka Aorere
New Zealand Embassy in Bogotá, Colombia
Reports to – Menetia
Administration Manager
About the Ministry - Mō te Manatū
The Ministry of Foreign Affairs and Trade (the Ministry) acts in the world to make New Zealanders safer and more prosperous. We do this by building connections with and influencing other countries to advance New Zealand’s interests, project New Zealand values and secure the outcomes that matter to New Zealand. We provide advice to the Government on the implications for New Zealand of what is happening in the world.
Our work contributes to New Zealanders’ wellbeing in the following ways:
- Kaitiakitanga: Generations of New Zealanders benefit from sustainable solutions to global and regional challenges;
- Prosperity: New Zealanders have better job opportunities and incomes from trade, investment and other international connections;
- Security: New Zealanders are able to live, do business, travel and communicate more safely at home and offshore;
- Influence: New Zealanders have confidence their country can influence others on issues that matter for them now and in the future.
The Embassy represents the New Zealand Government to the highest standards of professional excellence in diplomacy, trade negotiations, international development and consular services. This is done by building connections with the host country, Colombia as well as Ecuador, to which the Embassy is also accredited. The Embassy also has responsibility for reporting on issues of interest to New Zealand in Venezuela. The Embassy takes a distinctively New Zealand approach, reflecting New Zealand’s diversity and heritage.
Diversity and Inclusion - Kanorau, Kauawhi
We aspire to be a workplace that values and utilises diverse and inclusive thinking, people and behaviours. This means that our staff reflect the diversity of New Zealand and the countries we work in, and that the contributions of staff with diverse backgrounds, experiences, skills and perspectives are valued and respected.
Our values are:
- Impact: We achieve for New Zealand, every day, everywhere
- Kotahitanga: We draw strength from our diversity
- Courage: We do the right thing
- Manaakitanga: We honour and respect others
About the Position - Mō te Tūranga
The Executive Assistant role involves providing administrative support to the Ambassador and other staff members, including management of correspondence, responses to enquiries, diary management, protocol matters, travel arrangements and the organisation of representational activities and events.
Key Accountabilities - Kawenga Matua
The following key accountabilities of this role assist in delivering the Ministry’s purpose:
- Provide executive support to the Ambassador including translations, placing of calls, scheduling appointments and diary management, invitation and correspondence management, visitor hospitality and travel arrangements.
- Manage the schedule of upcoming events, taking into account the Ambassador’s commitments and schedule.
- Book and coordinate Ambassador’s transport requirements, as well as travel arrangements for other staff as required.
- Provide administrative support as required to other staff.
- Manage correspondence received by the Embassy’s Gmail inbox, including public enquiries, consular requests, and event invitations.
- Complete representation (expense) forms, ensuring timely and accurate expenditure reporting.
- Maintain and develop a network of key Embassy contacts, most notably with other diplomatic missions, Cancillería and other Colombian government departments. Keep contact databases up-to-date.
- Prepare, dispatch, and file formal diplomatic correspondence, including Third Person Notes and diplomatic bags.
- Support diplomatic staff (and their dependents) with accreditation, freight clearance, and protocol matters.
- Assist with the management and logistical aspects of events including preparation of guest lists, invitations, programmes, coordination of briefings, venue and catering hiring, run sheets, and other relevant event coordination aspects.
- Arrange and organise functions and meetings at the Residence or small office hosted meetings as appropriate on behalf of the Ambassador.
- Assist with the organisation and management of official visits and related events.
- Maintain and replenish official alcohol and representation items inventory.
- The job holder is expected to perform such other duties as can reasonably be regarded as incidental to the position description and within their experience and capabilities from time to time.
- An ability to provide support to the Embassy’s social media channels is an advantage.
Skills, Knowledge and Experience - Tohu Mātauranga, Pūkenga, Mātauranga, Wheako
The following qualifications, skills and experience are required:
- Previous experience in an Executive Assistant support role to a Senior Executive.
- Fluency in Spanish and English, with excellent written and verbal communication skills.
- Well-developed planning and organisational skills, including ability to prioritise tasks effectively and work under pressure.
- Knowledge of wider public sector organisations and ways of working. Demonstrated ability to build and maintain effective relationships and a wide network of professional contacts.
- Experience in managing sensitive information with discretion and integrity.
- High competence in Microsoft Office suite.
- Ability to anticipate issues and problems and think of creative solutions.
- Strong customer focus, with the ability to communicate effectively with a range of people.
- Possess a strong achievement/delivery focus – sets high standards including accuracy and attention to detail.
- Ability to work autonomously and within policy guidelines.
- Demonstrated commitment to continuous improvement, including adaptability and openness to change.
- Display personal integrity and an honest and ethical approach.
Mandatory Role Requirements - Whakaritenga Tūranga Whakahauanga
- Eligible candidates must be able to obtain and maintain an appropriate security clearance.
- Eligible candidates must have the necessary legal permits to live and work in Colombia.
References
- Ministry’s Strategic Intentions 2019-2023
- Available here: https://www.mfat.govt.nz/en/about-us/our-strategic-direction/(external link)
Apply today by sending your CV and cover letter to vacantesembajadanzcol@gmail.com
Applications close at 5pm on 9 December 2024.