Job Title: Visits Coordinator
Organisation: Australian Government, Department of Foreign Affairs and Trade (DFAT)
Location: Washington DC, USA
Closing Date: 12 July 2020
Salary: USD 56,799 per annum
Contract Type: Not Stated
Working Pattern: Full Time
Sponsors international candidates? No
The Visits Coordinator supports the Visits Manager in the successful planning and coordination of high level visits and coordinates protocol and facilitation for VIP’s at airports and railway stations on arrival and departure to Washington. Duties are often completed outside normal business hours and often at short notice. The Visits Coordinator has day-to-day responsibility for coordinating protocol and logistics requirements for all US Posts.
Role and Responsibilities
Manage all aspects of visits by senior officials. In the absence of the Visits Manager, or during concurrent visit periods, manage more senior-level visits to Washington independently.
Coordinate US-wide VIP arrival and departure protocols and facilitation requests with US Government departments, security agencies, and airport and train station authorities.
Plan, co-ordinate and arrange programs and appointments as appropriate for visits by Ministers, Parliamentarians and Senior Government officials, including arranging transport, coordinating security and other logistical requirements as needed.
Coordinate all logistical arrangements for senior-level visits including hotel bookings, room allocations and VIP service, transport bookings and coordination, and financial account management.
Coordinate Embassy staff to deliver logistical arrangements for senior level visits, including property, IT, transport, events, policy and other support staff to ensure successful delivery of visit programs.
Develop and manage productive networks and relationships with US officials and service providers to produce positive outcomes for the Australian Government during high level visits.
Manage Embassy senior visit program documents, contact databases and templates, including routine audit and version control and all specialised printing resources, as per DFAT ministerial guidelines.
Coordinate Embassy-wide hotel agreements for Washington, managing up-to-date hotel booking links and information documents for use across the Australian Government.
Coordinate payment of all ministerial accounts, as per the relevant guidelines. Audit, prepare and send relevant financial reports to the Independent Parliamentary Expenses Authority (IPEA) for all ministerial spending, for Washington and US Posts.
Coordinate protocol and logistical support of HOM’s US travel, as per US protocol requirements. Maintain strong relationships with State Department and White House representatives to manage facilitation of White House tours.
Act as Visits Manager, as required.
Experience and Qualifications
Relevant work experience
Strong liaison, representational and interpersonal skills
High level of written and oral communication skills
Exceptional judgement and organisation skills, including the ability to manage competing priorities and meeting deadlines.
Demonstrated initiative, flexibility, reliability and a willingness to undertake a variety of tasks, including the ability to work productively as a member of a team without supervision.
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