Executive Assistant to the Head of Mission and Research Officer
The Australian High Commission in Nuku’alofa invites applications for the position of Executive Assistant to the Australian High Commissioner.
All suitable applicants will be placed into a merit pool that may be used to fill similar vacancies in the next 12 months.
About the role:
We are seeking an experienced and energetic individual to fill this exciting position in the Australian High Commission Executive Support Section.
The Executive Assistant and Research Officer role provides high level executive, administrative and organisation support to the High Commissioner. The position also provides research, translation and basic analysis on political, social and economic matters in Tonga and assistance with visits and events.
All staff are required to assist in a crisis or humanitarian response.
To discuss any aspects of the roles, you can contact [email protected] or phone (+676) 20400.
Terms of employment:
The terms of employment will be in accordance with the Nuku’alofa Locally Engaged Staff Terms and Conditions of Employment. Employment will be offered on a permanent (on-going) basis at the LE3 broadband level with an annual salary range between TOP25,600 and TOP29,953 depending on experience. Continued employment is subject to successful completion of a six-month probation period.
The Australian High Commission in Nuku’alofa offers a package that includes recreation and personal carer’s days, medical benefits, and superannuation contributions.
The Australian High Commission in Nuku’alofa will not be responsible for any costs incurred if applying for a Tongan visa, relocation costs, nor the return of the officer and family to their country of origin at the end of the contract. The High Commission will not bear any responsibility for assisting applicants to obtain or maintain the right to work in Tonga.
The Australian High Commission is an equal opportunity employer. Applications from people with disabilities are encouraged.
How to apply:
Applications should include:
- A covering letter which includes information on your skills and qualifications relevant to the position (maximum one page);
- A Curriculum Vitae outlining personal details, relevant work experience and educational qualifications (maximum two pages), and
- Contact details for two referees.
Please submit your application either by email to [email protected] (preferred) or in a hard copy addressed to HR Personnel – Job Vacancy and dropped off at the Australian High Commission in Nuku’alofa.
Closing date for receipt of applications is 4:00pm on Friday 13 June 2025.
Late or incomplete applications will not be taken into consideration. We thank all applicants for their interest, however, only those selected for an interview will be contacted.
|
AGENCY |
Department of Foreign Affairs and Trade |
|
POSITION NUMBER |
20327 |
|
POSITION TITLE |
Executive Assistant to the Head of Mission and Research Officer |
|
CLASSIFICATION |
LE3 |
|
SECTION |
Executive |
|
REPORTS TO (TITLE) |
High Commissioner |
About the Department of Foreign Affairs and Trade
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
Under general direction, the position of Executive Assistant to the Head of Mission and Research Officer provides high level executive, administrative and organisation support to the High Commissioner (HOM). You will have overall responsibility for the High Commissioner’s diary, official events and associated administrative and financial reporting requirements.
The position also provides research, translation and basic analysis on political, social and economic matters in Tonga and assistance with visits and events.
Key responsibilities of the position include but are not limited to:
- Provide high level administrative support to the High Commissioner including diary management, managing meeting requests and invitations, organising all travel arrangements, completing appropriate record-keeping, managing telephone enquiries, and coordinating incoming and outgoing correspondence (letters, minutes, cables).
- Provide administrative and logistical support for official functions. meetings and other representational activities hosted by the High Commissioner, including dealing with suppliers and providing protocol and cultural advice in consultation with other High Commission staff.
- Coordinate and maintain contact lists, the High Commission’s organisational chart and internal phone directory, and action the High Commission’s protocol courtesies including Third Person Notes.
- Prepare and process financial transactions, acquittals and reports for the High Commissioner in accordance with departmental guidelines and legislative requirements.
- Develop and maintain excellent relationships with key internal and external stakeholder and contacts, including Government of Tonga, community stakeholders, businesses, diplomatic missions, and other contacts to expand the High Commission’s network.
- Provide administrative support for senior Australian Government visits to Tonga, including program preparation and bookings.
- With direction and support, undertake research, translation and basic analysis on key issues relating to Tongan political, economic, and social issues.
- Perform other administrative and support duties as required, including Reception, back-up official driver and executive assistance for other senior officers in the High Commission.
- After hours attendance may be required from time to time.
Qualifications/Experience
- Demonstrated experience providing proactive and high-level executive, administration and organisational support.
- Strong organisational skills, ability to multi-task and manage priorities, take initiative and work under pressure across a range of tasks including meetings, events, functions and visits.
- Effective stakeholder management skills with the proven communication skills required to support engagement with internal and external contacts to support the wider High Commission.
- Ability to work both independently and collaborate as part of a team with integrity, honesty and reliability.
- Strong oral and written English and Tongan communication skills, including effective negotiation, liaison and consultation skills and the ability to analyse and interpret information.
- Ability to exercise sound judgement and discretion and manage sensitive information in accordance with policy requirements.
- Proficiency and experience with Microsoft Office programs, including Word and Excel and a good working knowledge of information and communication systems, including electronic data management systems.
- Demonstrated knowledge or the ability to develop knowledge of Australian and Tongan government agencies, community organisations, and protocols
- The ability to obtain and maintain an unrestricted driver licence (to operate a motor vehicle in Tonga) is required.
Selection criteria
A. Demonstrated strong executive administration and organisational skills using Microsoft Office suite, including effective diary management, experience managing travel arrangements and compiling itineraries, and coordination of events, preferably in a government or diplomatic environment.
B. Strong oral and written communication skills, including a proven ability to draft correspondence, take minutes, undertake research and prepare reports, anticipating the needs of diplomatic functions
C. Consistent attention to detail, including timings, spelling, and formatting
D. Proven ability to undertake financial management activities, including completing expenditure acquittals, reimbursement processing and maintaining auditable records.
E. Ability to take initiative, manage competing priorities and deadlines, organise work effectively and efficiently, and complete projects and assignments with limited supervision.
F. Proven ability to build strong relationships across an organisation, demonstrating the ability to communicate professionally, coordinate and influence senior stakeholders, and maintain discretion.
G. Knowledge of Tongan language, politics and society, including protocol issues such as titles, hierarchy, etiquette and culture in an Australian/Tongan context.