Human Resources Administrative Assistant - PN 21562

Washington D.C.
Nov 08, 2022
Dec 13, 2022
Full Time

Administrative Assistant

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 Embassy’s Human Resources (HR) Section is the service delivery hub providing HR support to all North American posts, Ottawa, Bogota and Port of Spain.  The Administrative Assistant provides a high level of administrative support to the HR team for the day to day delivery of HR services and program delivery support to clients.

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

  • Recruitment processes including; advertising vacancies and compiling applications using E-recruit platform; scheduling interviews; tracking and compiling referee reports
  • Onboarding and induction support, monitoring of employee probation periods and contract expirations
  • Maintain data and electronic records including filing and retrieving of documents, calendar entry management and updating databases
  • Maintain HR booklets and materials with up-to-date information
  • Compile and updating online induction booklets, prepare a broad range of HR materials and maintain electronic templates
  • Provide assistance in preparing HR reports, database and tables
  • Prepare and respond to routine correspondence
  • Provide assistance in entering leave requests in SAP HRMIS
  • Monitor  emails in the HR Hub inbox and ensure proper distribution is adhered.


  • Experience in providing administrative support in a busy office environment with a high degree of accuracy and attention to detail
  • Effective organisztional skills, including an ability to multi task and establish work priorities and meet deadlines The ability to contribute effectively as a member of a small team, including proven initiative, cooperation, flexibility,  and reliability Proficiency and accuracy in using information management systems and computer software including MS Word, Excel and Acrobat
  • Excellent oral and written communication, and interpersonal skills, and the ability to maintain confidentiality


We offer a competitive package of benefits which includes

  • medical employer subsidised group insurance - we subsidised between 84 to 90% of coverage,
  • dental insurance,
  • vision care,
  • an employer matched retirement plan,
  • 22 days recreation leave,
  • 18 days sick leave each year (pro-rated for part time employment),
  • 14 public holidays each year.

For further information - please use the link provided

Work Authorization Requirements

Applicants for this position may be eligible to apply for an A-2 visa on the basis of an offer of employment if they do not already fall into one of the employment eligibility categories listed:

  • United States citizen,
  • United States lawful permanent resident (Green Card holder)
  • Already possess a dependant A-1 or A-2 visa,
  • Or have a dependant G-visa and a valid US employment authorisation document
  • Please note that A2 visas are valid for a period of 5 years and are non-renewable. Also, accompanying dependants of LES A2 visa cannot request work authorisation in the United States.

Additional Information

This position requires a probity check to be completed. Employment in the advertised position is dependent on the employee having or acquiring a valid DFAT probity check. Probity checks can take some time to process, and employment cannot be commenced until an appropriate check is confirmed. There is no guarantee that the successful candidate for the position will be successful in obtaining a probity check. The inability to obtain a probity check prevents that applicant from being employed and loss of a probity check at any time will lead to termination of employment.

Further information about engagement as a locally engaged staff member can be found at Employment Opportunities on the Australia in the USA website.

Contact Information

All enquiries about the position and the application process should be directed to

Please do not submit applications directly to this email address, as they will not be considered.

How to apply:

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