Full-Time Team Administrator Commemorations, Events & Digital Communications
Team Administrator Commemorations, Events & Digital Communications
Category: Locally Engaged Staff
Reports to: Administration Manager
The position has no financial delegations. Any commitment of Embassy funds needs to be pre-approved by the Administration Manager, the Deputy Head of Mission or the Ambassador (as appropriate).
About the Post
The Post 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 and accredited countries where required, that enables the New Zealand Government to achieve more than they could alone.
The Post takes a distinctively New Zealand approach, reflecting New Zealand’s diversity and heritage. Our values are professionalism, leadership, respect, collaboration and innovation.
About the Position
The Team Administrator is responsible for providing general administration support to help ensure the efficient and smooth running of the office with a particular emphasis on digital communications, commemorations, visits and events. The position may be required to undertake, or provide backup in a wide range of activities in support of the Embassy’s operational objectives.
Responsibilities will be allocated by the Administration Manager to take best advantage of the overall team resource and individual skill.
The position is required to build and maintain the following relationships:
- Internal (within Post and MFAT):
- Head of Mission/Deputy Head of Mission;
- Other seconded staff;
- Communications Management Division (CMD), Wellington;
- Consular Division.
- External (outside Post and MFAT):
- Local utility providers;
- Local contracts (e.g. stationery supplies, function supplies);
- Contacts in communities and local and regional Governments in Belgium, with whom NZ deals in respect of commemorations;
- Other embassies and local authorities, especially in the accredited countries for consular matters.
The position has the following key accountabilities:
The person should be considered as the event manager for commemorations in 2017, leading, as well as coordinating and organising meetings including:
- preparing them;
- considering issues for discussion;
- developing agendas;
- pulling together relevant documents.
in close liaison with NZDF and their external project manager, seconded staff at Post and MFAT staff in Wellington, the local communities where the events take place and other Embassies involved.
In particular, efforts should be made to:
- draft and maintain programmes;
- manage accommodation reservations, gifts;
- create transport plans;
- manage the regular meetings with the communities and other embassies (identifying times, drafting agendas and minutes, sending out meeting invitations);
- manage guest lists for VIP events;
- prepare initial drafts for Centenary fund;
- lead engagement with external stakeholders on elements of the programme, including outside of the commemoration services themselves;
- engage, as necessary, with approaches from external stakeholders interested in participating in WW100 activities. This may include drafting letters, hosting meetings, exploring and developing ideas;
- undertake driving duties as and when necessary;
- create and publish digital comms plan.
- plan and organise other distinctively NZ-focused events in order to deepen understanding in Belgium and Europe of NZ’s involvement in WW1, in particular with young audiences;
- work to ensure such events are effectively communicated to local audiecnes, in support of NZ’s contemporary relationship with Europe.
Visits and Events
Provide assistance to the Team Administrator in charge of visits/protocol with preparations for incoming visits which may include drafting programmes, making bookings for accommodation, preparing and managing guest lists for functions, setting up meetings and liaising with the driver to organise transport programmes.
- Administer and maintain digital communications tools and resources;
- Optimise the design of the Embassy’s digital communication channels;
- Provide advice and support both internally and externally on the use of corporate identity, including logo and branding elements;
- Publish material on the Ministry’s digital channels, ensuring content aligns with the instructions from CMD;
- Provide quality assurance, including content review;
- Work with Wellington and locally at Post to plan and carry out digital channel additions and enhancements; provide training and support to enable them to use a content management system; provide advice, assistance as required;
- Raise the profile of the Embassy and its activites within the various countries to which it is accredited;
- Provide input into new ideas for the Ministry’s digital communication channels;
- Provide digital channel administrative support to the Post management, including functional testing, technical testing and project work as required. Assist with major digital channel developments to promote the Embassy and Mission to the EU;
- Assist with administration of content management systems and social media.
- Arrange and organise functions, meetings, presentations, conferences and workshops including venues, catering and associated agendas and documents as appropriate;
- Assist with simple verbal and written translation between English and the local languages;
- Undertake general administration, including managing, representational gift stocks, scanning documents for electronic filing;
- Undertake reception and telephonist duties as required.
- Ensure all Ministry policies and procedures are adhered to;
- Be aware of and adhere to the Health and Safety policies and procedures;
- Contribute to post-wide projects and emergency response situations.
Contribute to the continuous development of the Post’s knowledge base by using the Post’s internal systems, sharing information and data with relevant internal stakeholders.
- Undertake driving duties as required.
You must have the following qualifications, skills and experience
- Appropriate qualification and/or industry experience in digital channel design, development, content management;
- Proven hands-on skills in at least one of: digital channel design, development, or editing/content management;
- Experience in the development of information architecture for digital channels;
- One to two year’s experience in managing events;
- Strong understanding of IT systems – both hardware and software especially Microsoft Office applications;
- Excellent written and oral communication skills in both English and Dutch, French being an asset;
- Attention to detail and thoroughness in following through tasks;
- Demonstrated ability to build, maintain and leverage relationships with internal and external peers/contacts;
- 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;
- 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;
- Hold a current, clean driver’s licence and be able to drive post vehicles (as required) safely in local conditions;
- Ability to obtain and maintain appropriate security clearances.
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 required from time to time.
How to Applyhttps://www.mfat.govt.nz/en/countries-and-regions/europe/belgium/new-zealand-embassy/job-vacancies/
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