Property Officer Position Description

  About the Department of Foreign Affairs and Trade (DFAT)       

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

The Property Officer supports the Security and Property Coordinator to oversee property management duties for the Australian Embassy, assist with security arrangements and act as driver of Embassy vehicles to transport officers as well as carry out deliveries.

The key responsibilities for the position include, but are not limited to:

• Under direction, organise and monitor repairs and maintenance (emergency and planned) at the Embassy and residential properties. Attend to disruptions to services in a timely manner. Supervise contractors as required
• Establish, develop and maintain strong working relationships with a range of key internal and external stakeholders including with key suppliers in relation to the provision of services, invoices and payments
• Ensure service contracts follow contracted obligations and responsibilities and follow Work Health & Safety guidelines

• Manage residential inventories, settling-in kits and associated stocktakes including the disposal of items in accordance with departmental guidelines .

• Under direction undertake simple procurement processes ensuring the effective and efficient use of resources and in accordance with departmental guidelines. Maintain relevant electronic files related to property and security matters
• Assist the Security and Property Coordinator including, working with the contracted security company to ensure the guard force is professional, well equipped and trained
•  Assist with organising guarding for Embassy functions and events, including allocation of duties and management of parking
• Collect and deliver mail and other correspondence and prepare the diplomatic mail and associated documentation

• Undertake driving duties in a professional and safe manner. Drive officers and official visitors, including on out of town field trips.
• Perform general deliveries and banking duties.
• Assist the Transport Officer with management of the Embassy’s official vehicle fleet including arranging insurance, registration and regular servicing,
• Perform other duties and back-up as required

Qualifications/ Experience

• At least 1 year’s experience in managing property repairs and maintenance or in a similar administrative role
• Strong communication skills in both written and spoken in English
• Ability to prioritise, be flexible and discrete, show initiative and be committed to working as part of a team
• High-level of initiative, adaptability and willingness to undertake a broad range of duties to support a small team.
• Strong capacity to provide high-level administrative support, including a high attention to detail
• Demonstrated proficiency in Microsoft Office Applications
• Hold a valid Zimbabwean Motor Vehicle Operator’s License in Class 4 [Light Motor Vehicle (Good & Passengers)]