AUSTRALIAN HIGH COMMISSION

ISLAMABAD

DUTY STATEMENT
Defence Office Manager
June 2008

Main duties are:

• Defence Section financial management (including possibly undertaking the responsibilities of one of the Section’s Financial Delegates and provide the key linkage at post between Defence Section and DFAT Financial Services at the post).

• Receive and scrutinise all claims for payment including medical and dental expenses and official telephone charges; arrange advances as required; classify expenditure and allocate relevant charge codes.

• Prepare annual bids for Defence Administration funding requirements for Defence Groups. Update and maintain a list of charge codes. Maintain finance and expenditure reports.

• Reconcile Defence accounts, prepare claims for payment and attribute expenses to the appropriate codes of expenditure.

• Maintain copies of all requests for payment and supporting documentation to meet statutory audit and finance regulation requirements.

• Monitor and process utilities claims, HH (Household Help) and other allowances appropriate to Defence personnel.

• Prepare FBT (Fringe Benefits Tax) returns for all appropriate expenditure for the Office of the Defence Adviser (in conjunction with the DFAT finance manager).

• Manage all aspects of the Defence Cooperation Programme (DCP). Forward training invitations to respective military offices, track nominations for courses, arrange briefings and visa facilitation.

• Undertake administration of the ADFELPS (Australian Defence Force English Language Profiling System) test at the High Commission for all nominated personnel of Australian courses / seminars.


• Manage all aspects of Defence travel (including: Defence staff at post and travel by students to Australia. Research, interpret and advise and book travel entitlements. Receive, examine and verify invoices and monthly statements issued by local travel agents. Resolve any expenses and/or booking queries and arrange payment of authorised travel bookings. Prepare the movement requisition forms for Defence section travel and review the advance of travel allowances. Prepare the acquittal claims on completion of the Defence travel.

• Maintain liaison with other staff in the High Commission.

• Manage the day-to-day operation of the office.

• Research, interpret and advise removal entitlements. Scrutinise removal submissions and prepare documentation for the approval process and act as the Defence point of contact for the travel.

• Review leases and liaise to make the necessary changes with estate agents/solicitors prior to submitting to DA for approval and subsequently requesting rental advance and security deposits.

• Prepare and despatch diplomatic notes, flights clearances and port visit requests, in the absence of the Executive Assistant and as requested.

• Assist in the arrangements for official visits to the region, including preparation of visit programmes.

• Manage the stationary requirements for the Defence Attaché’s office.

• Arrange the procurement, maintenance and disposal of all Defence section equipment and supplies.

• Maintain inventory register of all Defence-owned equipment.

• Coordinate the maintenance and security of Defence housing in Islamabad and Quetta and liaise with defence domestic staff on maintenance and security issues.


• Supervise the Defence Driver; coordinate the tasking and administration of the Defence Driver; and manage overtime and after-hours employment.

• Supervise tasking of personal staff of Defence members. Calculate and arrange payment of their salaries.

• Drive Defence Section vehicles, as required.

• Undertake special projects at the direction of the DA. Research and provide information in specific instances as required.

• Support ’Whole of Post’ tasking priorities, as directed by Defence Adviser (DA).