The RoleMinisterial International Visits (MIV)As a Ministerial International Visits Officer you will coordinate all phases of the visit planning process for Defence Ministers and senior Defence officials (the Chief of the Defence Force, the Secretary, Vice Chief of the Defence Force and the Associate Secretary) travelling internationally.You will work closely with Defence international policy stakeholders, overseas Defence posts, ministerial offices and Defence stakeholders to manage logistics and develop programs for multiple visits and locations concurrently. The programs will incorporate appointments, transport, accommodation and dress and gift requirements. You will develop a timeline, task policy desks for briefs, and compile and distribute briefing packs to relevant areas. There will be an occasional requirement to work outside of standard working hours in order to deliver the visit program.You will not be required to undertake international travel.The successful applicant will have strong planning and communication skills, a demonstrated ability to build productive relationships with a variety of stakeholders and operate effectively in a collaborative work environment. You will be required to prioritise your workload and work to tight deadlines. Operating with integrity, transparency and discretion, you will contribute to building and maintaining the Ministerial International Visits team's reputation for delivering the highest standard of work.Defence Visits and Attaché Management (DVAM)As a Visits Officer, you will plan, coordinate and deliver visit programs for senior foreign Defence officials visiting Australia. You will work closely with relevant Defence international policy stakeholders to develop the visit program, based on Defence's strategic objectives for the visit. You will liaise with commercial service providers, Defence attachés and embassy representatives, ministerial offices and Defence stakeholders to manage logistics and develop programs for multiple visits and locations concurrently. The programs will incorporate a daily schedule of meetings, ceremonial activities, transport, accommodation, dress and gift requirements. Programs may also include cultural activities for the partners of visiting officials. You will often be required to travel within Australia with the visiting delegation in order to manage the visit program. There will be an occasional requirement to work outside of standard working hours in order to deliver the visit program. The successful applicant will have strong planning and interpersonal skills, a demonstrated ability to build productive relationships with a variety of stakeholders, including those from different cultural and linguistic backgrounds, and operate effectively in a collaborative work environment. The successful applicant will be well presented, have strong prioritisation skills and be able to problem solve effectively under tight timeframes.Note that candidates found suitable from this recruitment process may be offered positions in similar administration roles in Strategy, Policy and Industry (SP&I) Group.About our TeamMinisterial International Visits (MIV) is a small dynamic team responsible for the end to end coordination of Defence Ministers' and senior Defence officials' (the Chief of the Defence Force, the Secretary, Vice Chief of the Defence Force and the Associate Secretary) international visits from a logistics and administration perspective. MIV does not undertake international travel.Defence Visits and Attaché Management (DVAM) is responsible for coordinating visits to Australia by senior foreign Defence officers. DVAM ensures foreign VIPs receive appropriate and professional visit management services during their stay in Australia. Our Ideal CandidateWe are seeking candidates with exceptional organisational skills, high level stakeholder management skills and a strong understanding of Australia's and Defence's strategic objectives. Successful candidates will also:Have the ability to operate as a collaborative team member with a strong work ethic, in a professional and discreet manner;Have the personal qualities of confidence, resilience, integrity and sound judgement;Have strong representation and negotiation skills;Have the ability to quickly develop a positive rapport with people at all levels in an organisation to achieve outcomes;Demonstrated respect and sensitivity, cultural and religious awareness;Have well-developed program management and organisational skills, including drive, attention to detail and ability to meet tight deadlines; andBe self-motivated, pro-active and organised and enjoy being part of a team.
