About The Role

Please note: all applications must be submitted via the following website

<https://dfat-gov.pinpointhq.com/>

Applications received via any other website will not be considered.

The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Madrid.

Please be advised that the Australian Embassy, Madrid does not provide relocation assistance and any costs associated with taking up the position would be the responsibility of the successful candidate.

About the Position

The Driver and Administrative Assistant is a mixed duties position, that undertakes driving duties and provides administrative support to the Embassy. The position reports to the Corporate Services Manager and works closely with the Ambassador, supporting the Ambassador and other officials by providing timely, safe, and efficient transportation to official functions and meetings. The position also supports the management of the Embassy’s property portfolio and is responsible for a variety of corporate administrative tasks.

Depending on your position, you may be required to undergo additional security and background checks and undertake specific Child Protection e-learning.

The position is full time but multiple part time job share arrangements will be considered.

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

Driver duties, including

Drive the Ambassador, and other officials, as required.
Coordinate and provide advice on transport arrangements for meetings, events, and visits, including in the preparation of transport plans.
Maintain the vehicle and arrange regular servicing, maintenance, repairs, and cleaning, and maintain accurate vehicle records.
Make deliveries, as required.
Liaise with approved external driving service providers to arrange additional transport support when required.

Administrative duties, including

Provide administrative support for the Embassy’s property portfolio and HOM Residence, including arranging routine repairs and maintenance, through liaison with post management, the HOM Housekeeper, and local tradespeople.

Prepare and process routine financial and administrative documentation, including VAT refund and customs paperwork, in accordance with established procedures.

Maintain inventory records, obtain quotations and purchase routine supplies and equipment in accordance with approved processes, and assist with basic property maintenance tasks.

Assist with functions and events at the Official Residence, as required.

Assist with diplomatic mail functions at the embassy, as required.

Qualifications/Experience

Ability to contribute effectively as a member of a small team, including proven initiative, cooperation, flexibility, and reliability.

Written, oral and interpersonal communication skills in English and Spanish, and an ability to appropriately interact with staff and VIPs.

Working knowledge of Microsoft Office products.

Current driver's licence with a safe driving record and demonstrated experience driving in Spain including good knowledge of Madrid and surrounding areas.

Professional manner, discretion, tact and sound judgement when interacting with senior officials, visitors and members of the public, including awareness of professional driver etiquette.

Sound knowledge of and ability to practice defensive and safe driving skills.

An ability to perform routine vehicle cleaning and maintenance functions.

Basic property maintenance and administrative support skills.

Willingness and availability to work out of hours and undertake regular travel throughout Spain.