Office Circular No 06/13 – Defence Program Officer (Defence Section)
Department Of Defence
The Australian High Commission, New Delhi, is seeking applications for the position of Defence Program Officer in the Defence section.
The job description for the position is enclosed. Also enclosed are the selection criteria that the Interviewing Committee will use to assess applicants’ suitability for the position. Applicants must address each of the selection criteria. Candidates should submit a written application (no longer than 3 pages) that directly addresses the selection criteria, providing specific examples of relevant experience. Candidates should also submit curriculum vitae and the names and contact details of two referees. 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
Subject to the successful completion of a three-month probationary period the successful applicant will be offered a two-year contract of employment. The contract maybe extended subject to agreement between the employer and employee.
The salary range is Rs 63,133 to Rs 74,470. The commencing salary will be determined based on the qualifications and experience of the selected candidate. The package will include annual leave, limited medical reimbursements, Diwali bonus and provident fund provisions.
Applications should be submitted with the undersigned or at Australian High Commission, 1/50G Shantipath, Chanakyapuri, New Delhi 110021 or at [email protected] by close of business Thursday 25 April 2013. No late applications will be accepted and only the short listed candidates will be contacted.
Defence Program Officer
JOB DESCRIPTION
The Defence Program Officer’s primary responsibility will be the administration of Defence’s cooperation activities in India and Sri Lanka, in particular the Defence Cooperation Program (DCP). The officer will also be responsible for the Defence Section’s property and asset management.
Defence Cooperation Program Administration
1. Be the conduit between the Department of Defence Australia, the Indian Ministry of Defence (MOD) and nominated Indian and Sri Lankan officers attending DCP sponsored training courses in Australia.
2. Manage the start-to-end process for each DCP course, including extending invitations to relevant bodies, following up student nominations and advising Defence Australia of progress/outcome.
3. Manage a database to track the status of DCP activities and maintain up to-date knowledge of requirements and entitlements for each course.
4. Coordinate medical, security, English language proficiency and visa clearances and any other required documentation with the relevant authorities and DCP students. In the case of Sri Lanka, work closely with Post Colombo to conduct these requirements.
5. Coordinate full logistics of travel by DCP students (and their families, where applicable) to Australia, including the payment of associated claims.
6. Maintain stock control of brochures and other relevant information required for pre-departure briefing packs.
7. Prepare pre-departure briefing packs relevant to the DCP student’s arrival in Australia, including customs clearance information, transportation arrangements and tourist information.
8. Undertake pre-departure briefings for DCP students travelling to Australia.
9. Prepare budget submission for DCP costing.
10. Provide oversight of Australian students coming to India for DCP courses or short programs.
Administration for other defence engagement activities
1. Provide administrative, coordination, travel and financial support to defence engagement activities, including tours of defence college delegations, think tank dialogues, and visiting academics or Department of Defence officials.
2. Assist with visit program, hotel bookings, in-country travel and sightseeing.
3. Help visitors with local inquiries.
4. Assist with port visits and diplomatic air clearances.
Defence Program Officer
Management of Defence Section’s property and assets
1. Maintain an up-to-date inventory of all assets in the Defence office and in personal residents of Defence members in India.
2. Conduct a periodic review of all assets and provide recommendations for significant repairs or upgrades.
3. Comply by Defence policies and procedures in maintaining property and assets, including contributing to audits and liaising with appropriate officials in Defence Australia to ensure compliance.
4. Schedule and coordinate maintenance of property and facilities, including maintaining a register to track the status of all repairs and maintenance.
5. Deal will service personnel to organise quotes, monitor progress and ensure sufficient completion of repair work.
6. Process payment of bills.
7. Work closely with the High Commission’s Property section to ensure property is maintained and processes are following in accordance with the Service Level Agreement.
General Duties
1. Provide back-up support to the Defence Office Manager, particularly for financial administration.
2. As required, undertake research on areas relevant to the Defence Office.
3. Maintain appropriate filing procedures.
4. Ad-hoc duties as directed.
SELECTION CRITERIA
1. Demonstrated ability and experience in program/project management.
2. Demonstrated ability and experience in financial administration.
3. Demonstrated ability to develop and enhance relationships with internal and external stakeholders across a variety of networks.
4. Demonstrated ability and experience in administrative support, including coordination of travel arrangements.
5. Demonstrated interpersonal and communication skills.
6. Demonstrated ability to utilise the Microsoft suite of products.