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New Zealand Embassy in Beijing, China

 

New Vacancy

 

Position:  Team Administrator Finance & Consular

 

Do you have the enthusiasm, initiative and skills to become a Team Administrator with the New Zealand Embassy in Beijing?

 

We are seeking a Team Administrator with demonstrated ability to multi-task, be adaptable and work efficiently in the workplace.

 

Kōrero mō te tūranga - About the role   

 

The New Zealand Embassy in Beijing is looking for a Team Administrator Finance & Consular to provide a variety of general and specialised administrative support services at the Embassy.  The role will support the Finance and Consular functions of the Corporate Services team primarily, but may also assist other Embassy teams as required.  Day to day tasks may change depending on workloads and requirements of the Corporate Services team.  

 

A suitable candidate will have good written and oral communication skills in English and Chinese language.  This is essential for this role.

 

Mā‎ wai te mahi nei? – Who are we looking for?

 

· Minimum of two to three years experience in an administrative role

· Good written and oral communication skills in English and Chinese including effective translation skills

· Demonstrated ability to contribute to and work within a team

· Strong customer focus, with the ability to communicate effectively with a diverse range of people

· Possess a strong achievement/delivery focus – set high standards including accuracy and attention to detail

· A good understanding of financial management and good numeracy skills

· Demonstrated ability to build and maintain effective relationships with key suppliers

· Well-developed planning and organisational skills, including ability to prioritise tasks effectively and work under pressure

· Demonstrated commitment to continuous improvement, including adaptability and openness to change

· Ability to anticipate issues and problems and think of creative solutions

· Ability to work autonomously and within guidelines, demonstrating the use of sound judgment

· Display personal integrity and an honest and ethical approach

 

You must have the right to live and work in Beijing to apply for this role.  Salary is negotiable, depending on skills and experience.  For the right person, this is an excellent opportunity.  The starting salary for this role is RMB 150,617.

 

Ngā hua o te mahi i te Manatū Aorere - Why MFAT?

 

We are committed to a focus on leadership, talent, training and development, and flexible work options.  

 

MFAT is Rainbow Tick accredited. We value diversity and are committed to providing an inclusive culture where everyone feels supported, valued, and a sense of belonging.  We welcome applications from people from a diverse range of backgrounds.  You can find out more about our staff networks and our Diversity and Inclusion Strategy here

 

Mō mātou - About us

 

Our people represent New Zealand on and offshore, and in doing so make New Zealanders safer and more prosperous.  By building connections with and influencing other countries and international institutions, we advance New Zealand’s interests and pursue New Zealand's values.  We are a leading food exporter with world class products and more.

 

Me pēhea te tuku tono - To Apply/Interested?

 

A copy of the position description is included.  

 

To apply, please email your CV and Cover Letter addressed to:   Sarah Matthews at beijing.enquiries@mft.net.nz   

 

Applications close at midnight (NZ time) on Monday 27 November 2023.

 

Please note:  If the successful candidate has worked or lived in New Zealand and are subsequently employed as locally engaged staff in a NZ Government Embassy or High Commission, they may, subject to individual circumstances, have NZ Tax Residency obligations. We advise any applicant, who may be in this situation, to discuss their tax residency status with the NZ Inland Revenue (IRD) and determine any potential personal tax obligations to IRD. 

Position Title - Ingoa Tūranga Team Administrator – Finance and Consular
Group - Puni Americas and Asia Group
Division - Tānga North Asia Division - Beijing
Reports to - Menetia Counsellor (Management) & Consul

About the Embassy - Mō te Te Aka Aoere

The Embassy 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 other accredited countries where required, that enables the New Zealand Government to achieve more than it could alone.

 

The Embassy takes a distinctively New Zealand approach, reflecting New Zealand’s diversity and heritage, to advancing New Zealand’s relationship and interests in China.

Diversity and Inclusion - Kanorau, Kauawhi

We aspire to be a workplace that values and utilises diverse and inclusive thinking, people and behaviours.  This means that our staff reflect the diversity of New Zealand and the countries we work in, and that the contributions of staff with diverse backgrounds, experiences, skills and perspectives are valued and respected.

Our values are:

· Impact: We achieve for New Zealand, every day, everywhere

· Kotahitanga: We draw strength from our diversity

· Courage: We do the right thing

· Manaakitanga: We honour and respect others

 

The Embassy recognises the importance of staff having flexibility around work hours and working arrangements to maintain a work/life balance.  In turn there may be some situations where the Embassy’s business deliverables require staff to be available during certain hours of the day or for longer periods to meet a temporary surge in work requirements.

About the Position - Mō te Tūranga

The Team Administrator – Finance and Consular provides a variety of general and specialised administrative support services at the Embassy.  The role will support the Finance and Consular functions of the Corporate Services team primarily, but may also assist other Embassy teams as required.  Day to day tasks may change depending on workloads and requirements of the Corporate Services team.  

Key Accountabilities - Kawenga Matua

The following key accountabilities of this role assist in delivering the Embassy’s purpose:

 

Administration Support

· Provide administrative support to enable the smooth operation and maintenance of office systems, resources and equipment that supports the Embassy’s work programme

· Support and assist the managers, Finance Officer and Consular Officer, to meet all the organisational and Embassy responsibilities that relate to administration

· Coordinate small projects from time to time as required

· Proactively maintain and support the Embassy databases

· Provide on-going support to Embassy staff and family members (especially new staff) including guidance on Embassy procedures and work methods, and provide assistance on loading and registering important Chinese phone apps

· Drive process improvement as it relates to administrative process

· Provide back up and assistance to the Embassy Finance Officer and/or the Embassy Consular Officer, as approved by managers

· Coordinate response to key compliance processes

· Provide back up and assistance to Reception, as approed by managers

 

Financial Administration

· Check, code and arrange appropriate signoff for invoices for Finance Officer within agreed timeframes

· Ensure appropriate approvals for purchasing and travel are being sought in accordance with existing policies and financial approvals

· Order goods using approved procurement channels and providers as approved by managers

· Check and deliver receipted goods as needed, and reconcile with invoices

· Support Finance Officer as required and provide back up

 

Consular Administration

· Liaise with the local Consular, Exit/Entry Bureau authorities and military departments, as requested by managers or the Consular Officer

· Support the Consular Officer to process documentation for incoming/outgoing diplomatic freight, Embassy staff diplomatic VISAs and identification cards

· Support Consular Officer as required and provide back up

 

Event and Visit Administration

· Support the coordination of functions, meetings, workshops and training events

· Organise and participate in post planning meetings and processes as required, including annual operational planning workshops

· Support Executive Chef with function bookings and quotations

· Provide administrative and logistical support for Ministerial visits and/or visits by business delegations

· Contribute to airport facilitation for visiting dignitaries and officials

 

Travel Administration/Logistics

· Liaise with the Embassy’s travel and accommodation providers to arrange all aspects of the Embassy’s domestic travel in accordance with existing policies and financial approvals

· Where required, arrange other logistical travel requirements

· Provide timely and accurate advice to post staff on the Ministry’s travel policy

 

Organisational Responsibilities

· Ensure all policies and procedures are adhered to

· Contribute to Embassy-wide projects and emergency response situations

· Be aware of and adhere to the Embassy’s Health and Safety policies and procedures

· Share in the responsibility for health and safety in the work environment by carrying out work-related activities in accordance with safe operating procedures and by accurately reporting all hazards, accidents and incidents

· Contribute to the continuous development of the Embassy’s knowledge base by using the Embassy’s internal systems, sharing information and data with relevant internal stakeholders, including contributing to/presenting at internal learning and development opportunities

· Be familiar with the Embassy’s Security Instructions and adhere to these at all times

· Perform other duties as can reasonably be regarded as incidental to the position description, and within experience and capabilities as may be from time to time

Skills, Knowledge and Experience - Tohu Mātauranga, Pūkenga, Mātauranga, Wheako

The Team Administrator – Finance and Consular will have the following experience, skills and knowledge:

· Minimum of two to three years experience in an administrative role

· Good written and oral communication skills in English and Chinese including effective translation skills

· Demonstrated ability to contribute to and work within a team

· Strong customer focus, with the ability to communicate effectively with a diverse range of people

· Possess a strong achievement/delivery focus – set high standards including accuracy and attention to detail

· A good understanding of financial management and good numeracy skills

· Demonstrated ability to build and maintain effective relationships with key suppliers

· Well-developed planning and organisational skills, including ability to prioritise tasks effectively and work under pressure

· Demonstrated commitment to continuous improvement, including adaptability and openness to change

· Ability to anticipate issues and problems and think of creative solutions

· Ability to work autonomously and within guidelines, demonstrating the use of sound judgment

· Display personal integrity and an honest and ethical approach

Relationships - Pātahitanga

The Team Administrator – Finance and Consular position is required to build and maintain the following relationships:

Within the Embassy:

· Ambassador

· Deputy Head of Mission

· Counsellor (Management) & Consul

· Other Embassy staff including other NZ Government Agencies

· Other Ministry Divisions including Finance and Consular

 

Outside the Embassy:

· Administrators in similar roles in the Ministry’s offices located in China

· Embassy domestic travel provider

· Goods and services suppliers

· Property and facilities management providers

Delegations - Whakatautapatanga

· The position has no financial responsibilities as per the Financial and HR delegation schedule.

Mandatory Role Requirements - Whakaritenga Tūranga Whakahauanga

· You must have the right to live and work in Beijing, China

· You must be able to obtain and maintain a clean police record

 

References

Ministry’s Strategic Intentions 2019-2023
Available here: https://www.mfat.govt.nz/en/about-us/our-strategic-direction/

请注意：入职此广告所列职位的中国公民均应与外交服务集团人力资源服务分公司签订劳动合同。

申请此职位请务必通过上方机构官方邮箱申请，请勿通过下方“立即申请”按钮申请，谢谢！