DUTY STATEMENT
Executive Assistant to Defence Adviser (EA DA)
(27 October 2010)
Main duties are:
• Maintain Defence Adviser’s calendar including arranging meetings within and outside of the High Commission and within countries of accreditation.
• Screen all telephone calls to DA and manage visitors to the Office of the Defence Advisor (ODA).
• Organise all aspects of Defence Adviser’s travel, and also travel of Australian Defence students in Pakistan. Includes research, interpret, advise and book travel entitlements. Receive, examine and verify invoices issued by local travel agents. Resolve any expenses and / or booking queries and arrange payment of authorised travel bookings. Prepare movement requisition forms and review the advance of travel allowances. Prepare the acquittal claims on completion of travel.
• Research, interpret and advise removal entitlements for all Australian Defence personnel in Pakistan. Scrutinise removal submissions, prepare documentation for the approval process and act as Defence point of contact for the travel.
• Provide advice and assistance on all allowance matters for Australian Defence personnel in Pakistan. Prepare correspondence, e-mail responses, send notifications of arrival/departure details, pay requirements, allowance entitlements, allotment variations, pay queries etc for attention of Defence Pay and Overseas Admin Team in Melbourne, and other agencies as necessary.
• Maintain records (historical and current), information and instructions pertaining to all Defence staff positions.
• Prepare and despatch diplomatic notes, flights clearances and port visit requests.
• Coordinate arrangements for official visits to the region, including preparation of visit programmes.
• Maintain the Pakistan Armed Forces functional directory and other contacts listings, and historical listing of visitors (Pakistanis to Australia and Australians to Pakistan).
• Supervise the Defence driver and utilisation of Defence section vehicles, coordinate the tasking and administration of the Defence driver, and manage overtime and after-hours employment.
• Prepare correspondence and cables and other documents as required.
• Scrutinise and verify all defence section claims for payment, to include confirmation of expenditure classifications and the allocation of relevant orders and charge codes.
• Plan and supervise the organisation of ‘official’ Defence functions as directed.
• Collate and submit representational function cost reports.
• Create new files and maintain file listing. Undertake filing, keeping all files in good order and archiving files as required.
• Collate press clippings on defence, military, political and security matters for review, archive and/or despatch.
• Research and provide information, as required.
• Maintain liaison with other staff in the Embassy; provide support in interpretation of Defence instructions; assist in resolving queries.
• Support ’Whole of Post’ tasking priorities, as directed by the Defence Adviser.
• Provide relief for the Defence Office Manager as required.
• Other tasks as directed by the Defence Adviser.