Defence Office Manager

Defence Office Manager

Applicants should read the Position Description and complete the application pack at the link below. The application is your opportunity to tell the selection panel why you want to work in this role at the Embassy, what you can offer the Embassy and how your skills, knowledge, experience, and qualifications are applicable to the role.

Do NOT attach additional documents to your application email. If you do so, your application will NOT be considered.

Incomplete applications will not be considered. Unsuccessful applicants will not be notified.

To apply, please submit the Application Form to [email protected]

The Australian Government is a competitive and equal opportunity employer.

Applications close on Tuesday, 10 February 2026 at 03:00 pm.

About the position

The Defence Office Manager, in consultation with the DDA and DA, is responsible for the effective management of the Office of Defence Attache ensuring compliance with departmental guidelines and legislative requirements. The responsibilities of the role include financial management, administration, Defence international training program support and representational event support. The position will undertake complex work, under limited direction, and with the opportunity for reasonable autonomy and accountability. The role takes initiative and exercises judgement in applying finance and administrative practices and procedures. This position requires a good communicator who can develop and maintain relationships with a broad set of internal and external stakeholders and possesses self-awareness and commitment to personal development, in addition to well-developed communication, negotiation, representation, liaison and leadership skills.

Key responsibilities of the position include but are not limited to:

• Provide strategic advice to DA and DDA on budget management, including phasings and financial services in accordance with Defence and DFAT guidelines.
• Manage and supervise the Defence Office Assistant by establishing work priorities, monitor performance, provide regular feedback and identify learning opportunities.
• Develop, monitor and analyse the Defence section’s operational, capital and contingency fund budgets, including funding supplement requests, phasing and financial reporting requirements.
• Manage and reconcile all Defence payments and compile FBT returns in accordance with Defence Procurement and Financial Management processes. 
• Manage the Defence Joint Training Program including coordination of administration arrangements for students and staff attending courses including, invitations, travel and preparing and updating training guidelines.
• Support and coordinate the Defence section representative functions including, preparing and sending invitations, organising catering, supervision of contracts and completion of representation acquittal paperwork.
• Manage Defence correspondence both physically and electronically and maintaining the integrity of Defence’s Electronic File Structure and Archive. 
• Manage and assist bi-lateral Defence sponsored programs in several African countries by recording and maintaining correspondence between the two parties, monitoring the progress of activity, conduction liaison and research to make appointments with respective officials and organising administrative requirements to support the program of activity. 
• Support visits by Defence Officials, including accommodation and transport arrangements, airport facilitation and meeting requests.
• Manage and maintain accuracy of the contacts database of the Defence Attaché, conducting liaison and research to support DA engagement with other African Union Defence and State officials
• Establish, develop and strengthen strategic working relationships with a range of key internal and external stakeholders including DFAT corporate team, financial institutions, local authorities, local lawyers, like minded missions and partner agencies.
• Provide administrative and executive support to the DDA and DA, and other duties as required, including liaison duties.

Required Qualifications/Experience/Knowledge/Skills

• At least five (5) years’ experience and recognized high-level expertise in financial, and administrative management, preferable in an international organisation. 
• Superior knowledge of financial, asset and budget management issues, methods, principles and practices.
• Proven effective people management skills
• Highly developed critical thinking, analysis and innovation skills.
• Highly developed written, oral (in English, and Amharic) and interpersonal communication skills, and well-developed negotiation, conflict resolution, liaison and representational ability.
• Must be able to always act with discretion.
• Demonstrated strong initiative, time management, organisational skills, good judgement, flexibility and resourcefulness.
• Demonstrated ability in solving problems by providing effective working solutions to colleagues and managers.
• A high level of commitment to client service and significant experience in promoting, developing and managing relationships with senior management and clients.
• Proficiency in Microsoft Office-based software and technology systems, in particular a high level of Excel knowledge and skills.

Desirable

• Experience or knowledge of SAP.

Application Form – Defence Office Manager.pdf