Australian High Commission
New Zealand
Cook Islands and Niue

Defence Administration Officer Part-time

Defence Administration Officer

(part-time 9am-2:30pm per day Monday-Friday)

Salary pro-rata NZ$52,106.65 + KiwiSaver employer contribution equivalent to 6% of salary

The Defence Section in the Australian High Commission co-ordinates Australian Defence engagements & activities within New Zealand, Cook Islands and Chile.

We seek a motivated person to join our small team where you will be the key administrative support person.  Your core duties will include:

  • providing administrative support including diary management, organising travel and visit programs for the Defence Adviser and Assistant Defence Adviser;
  • management of the contacts database;
  • updating the visits register;
  • managing the Defence email in-box; and
  • registering incoming and outgoing correspondence and filing documentation.

This role will require you to have initiative, maturity, be well organised and the ability to maintain a high degree of confidentiality.  Enthusiasm and a can-do attitude are essential qualities for this role, as are strong written and verbal communication skills.  You must be able to work both independently and as part of a small team.

You may be required to handle confidential information and will be required to undergo a security and police check. Your ability to obtain a citizenship waiver to work in the secure area of the Commission is essential. Australian citizenship is an advantage.


Selection Criteria




POSITION NUMBER:         10314
DESIGNATION:                  Defence Administration Officer Part-time (DAO)
SUPERVISOR:                   Defence Office Manager (DOM)


  • Provide diary management and administrative support for the Defence Adviser (DA) and Assistant Defence Adviser (ADA).
  • Travel booking for Defence office staff.
  • Ensure the efficient operation of the Defence sections records management system, including the registering of incoming and outgoing correspondence, filing and archiving of documentation and updating the Visits Register.
  • Manage the Defence Wellington inbox (Outlook) and action or forward items as required including daily news distribution.
  • Maintain the Defence section’s contact database for official guest lists, contacts and service providers. Ensure mailing labels for Australian Defence Force posted members are current, maintained & updated ensuring outgoing mail is posted to members.
  • Co-ordinate and facilitate representational travel and event coordination for the DA and ADA.  This includes booking travel, and creating and updating runsheets and programmes.  This co-ordination excludes events CDSS, Anzac, Trans-Tasman, Melbourne Cup, Defence Reception, and Minister visits.
  • Assist the DOM and DFO with administrative tasks as required.


To Apply

 Applications should consist of a CV and a covering letter and be forwarded by NZ time 5pm, Wednesday 26 July 2017 to