Administrative Manager, New Zeeland Embassy
New Zealand Embassy / Ekonomichefsjobb / Stockholm
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The Administration Manager is responsible for managing the overall smooth running of the Embassy by managing administration staff responsible for the effective and efficient running of human resources, finance, property, procurement, consular and office systems and processes (including IT, reception and records) in order that the strategic priorities of the Embassy can be achieved. This position maintains and enhances the effective running of the Embassy through its management of others, analysis of information and situations, problem identification and implementation of effective resolutions.
Applicants must have the right to live and work in Sweden, and speak both English and Swedish.
It is expected that the successful candidate will start in the role from 1 October 2018 and be available to travel to New Zealand for training from 3-19 October
Key Accountabilities
The position has the following key accountabilities:
The following key accountabilities of this role assist in delivering the Ministry's purpose.
Management
• Manage Locally Employed direct reports and ensure the achievement of tasks outlined in each of their job descriptions.
• Effectively allocate work through ensuring staff have clear definitions of role responsibilities and accountabilities and clearly understand their performance goals.
Financial Oversight
• Provide Ambassador with relevant financial information to ensure budget is managed in a cost-efficient and effective manner.
• Finalise and oversee annual budget and budget update, liaise with Wellington as required.
• Ensure compliance with monthly financial reporting requirements.
• Develop financial forecasts, outlooks and budgets for the Embassy, analysing the information and making budget management recommendations.
Human Resources (HR)
• Provide HR advice, guidance and coaching to the Ambassador and other line managers of local staff, on all HR and Overseas Services policies.
• Provide HR advice, guidance and coaching and manage the recruitment and selection processes for all Locally Engaged Staff positions at the Embassy.
• Ensure accurate and timely salary runs for local staff and seconded staff allotments.
Property
• Working with the Ambassador and Asset Management Division in Wellington, coordinate and supervise property refurbishment and relocation projects.
• Ensure Ministry property, assets, supplies and facilities are purchased, maintained and replaced in line with business needs.
• Oversee the procurement process for the purchase / renewal of all property and technical assets, identifying and recommending the best options.
Consular
• Provide advice and consular assistance to New Zealand citizens in Sweden, including for cases of lost/stolen property/NZ passports, medical cases, deaths, detentions, and in crisis situations (such as civil unrest, terrorist incidents or natural disasters).
• Update consular databases, contact lists and local information sheets for consular cases and enquiries
• Undertake robust contingency planning for emergency responses and major events in Sweden.
• Participate, on a rostered basis, in the Embassy's after-hours consular duty roster. Coordinate the roster.
• Maintain effective working relationships with Consular Division at head office, consular staff at the Embassy in London, and other divisions in Wellington.
• Develop and maintain a good working relationship with likeminded consular partners in Sweden.
• Promote the safe travel website, including the registration of New Zealanders.
Other
• The job holder is expected to perform such other duties as can reasonably be regarded as incidental to the position description and such other duties reasonably within their experience and capabilities as may be from time to time.
• The position may require the job holder to carry out on-call duties from time to time.
Qualifications, Skills, knowledge & experience
The following are required:
• A relevant tertiary qualification and / or relevant previous work experience
• Experience managing staff, financial and physical resources, and general administration
• Experience in managing sensitive material with a high degree of tact and integrity, and working with a wide range of people across cultural and social boundaries
• Sound knowledge of local governmental and administrative systems, customs and practices, trends and issues and cultural, political and social environments
• Excellent language written and oral communication skills (English and Swedish).
• Demonstrated ability to build and maintain effective relationships and work effectively in a team environment
• Highly competent in Microsoft Office suite
• Well-developed planning and organisational skills, including ability to prioritise tasks effectively and work under pressure
• Strong customer focus, with the ability to communicate effectively with a diverse range of people
• Possess a strong achievement/delivery focus - sets high standards including accuracy and attention to detail
• Ability to work autonomously and within guidelines, demonstrating the use of sound judgement
• Demonstrated commitment to continuous improvement, including adaptability and openness to change
• Ability to anticipate issues and problems and think of creative solutions
• Displays personal integrity and an honest and ethical approach
Relationships
The position is required to build and maintain the following relationships:
Internal
• Ambassador
• All other staff at the Embassy
External
• Local Foreign Ministry (particularly the Consular and Protocol sections)
• Group Business Manager, Wellington
• NZ Ministry of Foreign Affairs and Trade divisions, embassies and consulates
• NZ government agencies
• Consular staff at other diplomatic missions
• Local police, government authorities, ambulance and medical services, funeral directors
• Embassy Service providers
Full Position Description is available upon request- email you request to
ritia.gawad@arbetsformedlingen.sePubliceringsdatum2018-08-21Så ansöker duSista dag att ansöka är 2018-08-29
Kontaktkim.duncan@mfat.govt.nzFöretagNew Zealand Embassy
AdressNew Zealand Embassy
11527 STOCKHOLM
Jobbnummer 4302584
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