Commissioner for Victoria to the Americas. USA xtn103 or

Transcription

1 Government of Victoria, Australia Administration Manager, Americas Region Economic Development Office, San Francisco The position of Administration Manager, Americas forms a part of the Victorian Government Business Office (VGBO) International network within the Department of Economic Development, Jobs, Transport and Resources (the Department) Reporting to the Commissioner to the Americas, this position is responsible for managing the financial systems, office administration and human resources functions of four VGBO located in San Francisco, Chicago, New York and Washington D.C. The role supports the Commissioner with co-ordination of all duties including Ministerial visits to the region as well as VIP visits to Victoria including overseeing program scheduling and logistics. This position is responsible for travel arrangements, record keeping and planning or management of major events in the Americas Region. This role requires proven ability to manage office accounting including acquittal of credit card and expense claims, liaison with an external payroll company and bank. Under the direction of the Commissioner you will work with colleagues based at the Department in Melbourne, Australia as well as across our posts in North and South America. Are you? Seeking an opportunity to learn, grow and achieve? Looking for a challenge and variety? Enthusiastic and self-motivated? Position Details Position Title: Classification: Salary Range: Administration Manager, Americas Region Locally Engaged Staff (LES) $80,000 - $100,000 USD ($115, ,000 AUD) Group/Division/Branch: Economic Development, Employment and Innovation Work Location: Employment Type: Tenure: Further Information: Contact Details: Position Reports To: Victorian Government Business Office (VGBO), San Francisco, USA Full Time Ongoing Michael Kapel, Commissioner for Victoria to the Americas USA xtn103 or michael.kapel@ecodev.vic.gov.a Commissioner for Victoria to the Americas About the Department The Department of Economic Development, Jobs, Transport and Resources (DEDJTR) is the Government of Victoria, Australia lead agency for creating the conditions to sustainably develop the Victorian economy and grow employment.

2 Our role is to increase jobs, investment, exports and opportunities; stimulate innovation, competitiveness, and confidence; and support sustainability. DEDJTR has nine Ministers across 13 portfolios: Public Transport; Employment; Agriculture; Regional Development; Industry; Energy and Resources; Roads and Road Safety; Ports; Tourism and Major Events; Creative Industries; Small Business, Innovation and Trade; Industrial Relations; and Training and Skills (international education). Three functional groups provide department-wide operational support: Strategy and Planning; People and Executive Services; and Financial Management and Technology Services. DEDJTR employees are located throughout the Melbourne CBD, metropolitan Melbourne, regional Victoria and international offices worldwide. Additional information about the department can be obtained by visiting our website at The Economic Development, Employment and Innovation Group The Economic Development, Employment and Innovation (EDEI) Group comprises seven divisions: Investment and Economic Projects, Regional Development Victoria; Sector Development and Programs, Industrial Relations Victoria; Trade Victoria, Major Projects Victoria and Tourism Victoria. Its focus on enhancing economic development is delivered in several ways. It provides investment attraction and facilitation assistance to attract new international and domestic investment as well as development assistance and facilitation services to Victorian exporters. It supports growth and change in regional Victoria through the provision of better infrastructure, facilities and services. It positions and markets Victoria as a competitive destination for tourism as well as major events. The Group also supports innovation by building capacity for the development and use of new practices and technologies. It manages and delivers nominated development projects. It provides advice on public and private sector relations. It also provides programs to link business workforce needs with skilled migration and untapped labour sources. Importantly, it provides business information, advisory and referral services for all Victorian businesses through Small Business Victoria and its network of international and domestic Victorian Government Business Offices. The Victorian Government Business Offices, Americas Region Achievement of the Government s international engagement agenda occurs through the management of the offshore Victorian Government Business Office (VGBO) network and the coordination of international activities and programs. The VGBOs form part of the network for the attraction of foreign direct investment (FDI), the attraction of additional investment from established investors, the facilitation of exports and more generally, the promotion of Victoria as an international destination for business, students and tourists. Currently VGBOs are located in Beijing, Bengaluru (Bangalore), Chengdu, Chicago, Dubai, Frankfurt, Hong Kong, Jakarta, Kuala Lumpur, London, Mumbai, Nanjing, New York, San Francisco, Seoul, Shanghai, Tokyo, and Washington D.C. The VGBO office network also provides support for Victorian Government Ministers travelling to the region as well as those travelling on trade missions. The incumbent will be required to cooperate closely with Australian based staff, particularly within the EDEI Group.

3 Key Accountabilities 1. Manage financial, budget, accounting, banking and office systems, including administration of local credit cards and expense claims, co-ordinate accommodation leases for all US-based VGBOs and ensure compliance with all State and Federal laws. 2. Manage co-ordination of Human Resource systems and records in collaboration with International HR in Melbourne, including payroll, taxation, insurance, health insurance benefits, PTO leave records and registration of employees with the Embassy of Australia. 3. Manage office IT and information systems across all US offices, including ipads/iphones, client contact management systems and the preparation of performance statistical reports for the USA VGBO. 4. Manage the co-ordination of Ministerial and other Departmental visits to the Americas, outbound and inbound delegations, including company visits, meetings and presentations. 5. Manage the in-country co-ordination of recruitment of new staff, including advertising of vacancies, receipt and processing of applications, co-ordination of selection panel, interviews and notification of outcome to applicants. 6. Undertake the co-ordination and management of VGBO functions and major events in the Americas. 7. Build and maintain effective networks and relationships with industry and Government stakeholders to help promote the VGBO business within the USA. 8. As requested, undertake research and marketing activities to assist the Trade and Investment functions. 9. Provide a range of executive services to the Commissioner, including co-ordination of appointments and business travel requirements. Key Selection Criteria 1. Demonstrated experience and proven ability in the management of office systems across a geographically diverse environment including accounting in compliance with Departmental policies. 2. An understanding of human resources functions including payroll, workers compensation, 401(k) and the regulatory environment as it relates to the operation of a miscellaneous foreign government office. 3. Experience in the planning and logistics of Ministerial and VIP visits into the region including responsibility for travel arrangements. 4. Excellent written and verbal communication skills including experience in negotiation and consultation, with a demonstrated ability to develop and maintain effective relationships at all levels. 5. Sound knowledge of business cultures and protocols across North and South America.

4 6. Experience in undertaking research. 7. Sound judgment and decision making skills and demonstrated ability to take the initiative and be accountable for tasks and activities. Desired Experience/Qualifications A relevant tertiary degree would be well regarded but is not essential. Other Relevant Information Employment Eligibility Those already entitled to work in the United States, including US citizens, Green Card holders and those who are eligible to apply for an A2 class visa may apply. Individuals will be required to present proof of work authorisation before an offer is made. The successful candidate for this locally engaged position will be responsible for all arrangements in relation to relocation expenses (if applicable), their accommodation and day-to-day living expenses. The successful applicant will be subject to a background check through the relevant police authorities and subject to a probationary period. Benefits include 25 PTO (paid time off) days per year; 14 nominated public holidays per year; contribution to our 401(k) retirement plan; and access to our health benefits plan. Equal Opportunity Employer DEDJTR is an equal opportunity employer and welcomes applicants from a diverse range of backgrounds. DEDJTR offers reasonable adjustments for applicants with disabilities on request. Health and Safety Requirements The occupational health and safety requirements of this position include, but are not limited to activities involving: Sedentary desk work Manual handling Terms and Conditions LES based in the US offices are covered by the LES Conditions of Service manual. All DEDJTR employees are required to comply with the Code of Conduct.

5 What we offer you Working with DEDJTR presents a wide variety of opportunities, with an extensive range of personal and professional development programs designed to develop our people and their careers. Working closely with industry, business and the community enables you to make a difference to the economic prospects of all Victorians. Some of the benefits that we offer you include: Safety and Wellbeing DEDJTR is committed to support the safety and wellbeing of employees. DEDJTR assists employees to maintain their health and safety by providing training and safety systems and by offering a wellbeing program. DEDJTR recognises that employees are critical to its ability to deliver business outcomes, and understands that a holistic approach is required in engaging, satisfying and retaining its employees. DEDJTR At DEDJTR, 'diversity' includes all the ways in which employees differ, and the valuable contribution that all of these differences bring to the Department. The strength of the organisation is in the innovation and the diversity of its employees. DEDJTR s broad diversity program enables it to more successfully attract, recruit, retain and develop a diverse workforce; fostering greater innovation, greater customer connection, increased wellbeing and satisfaction, and the ability to attract and retain talented people during times of economic change. Environment DEDJTR is committed to reducing environmental impacts in the workplace through both staff behaviour change and infrastructure upgrades. DEDJTR recognises the importance of engaging with employees to help bring about positive environmental outcomes for the organisation. Learning and Development We want you to grow, develop and learn with us. DEDJTR provides you with access to a range of internal and external learning and development opportunities to support your performance in your role and further your career aspirations. DEDJTR also supports relevant study via negotiated financial assistance and leave provisions for approved courses. Our Performance and Development Plan aims to support and encourage employees in achieving work and career objectives through clearly defined roles, development opportunities and performance targets.