Regional Office Manager, Shanghai - NSW Trade and Investment

Published on 2020-11-17

Application deadline is 17:00 on Thursday, 26 November, 2020.

Agency overview

The key customer of NSW Treasury is the NSW Government on behalf of the people of NSW. Our vision is ensuring that the people of NSW have access to services and infrastructure that deliver social and economic benefits underpinned by a strong and sustainable economic and financial position.

Information about the structure and functions of the NSW Treasury can be sourced on our website: https://www.treasury.nsw.gov.au (Refer to “About Treasury” and “Our Treasury Team”).

As part of our vision to become a World Class Treasury, we believe Treasury has a primary role to support and invest in our key partners (service delivery clusters).  This includes a responsibility to lift the financial management capability and culture across the sector and support NSW Government’s commitment to achieve significant and sustainable financial management improvement. 

Primary purpose of the role

The Regional Office Manager is responsible for providing a range of administrative and office management services to the NSW Senior Trade and Investment Commissioner and local team. The role is pivotal to ensuring the effective management and operation of the Treasury Office/s in delivering trade and investment outcomes, and strengthening NSW’s presence in the international marketplace.

The Regional Office Manager may be required to support more than one office in country.

Key accountabilities

Office Management

  • The preparation of papers, correspondence, reports and other essential documentation, and respond efficiently and effectively to queries and issues from clients;
  • Establish and maintain financial, administrative reporting systems, and client databases for the Office/s including data storage and retrieval, and maintain the filing and recording processes in accordance with departmental policies and practices;
  • Develop, implement, maintain and monitor office management systems and address accommodation, equipment, general maintenance and other logistical issues to ensure the effective and efficient running of the Office/s in line with departmental standards, policies and procedures;
  • Collect and compile information for, and prepare documentation and correspondence in line with quality and organisational requirements, to support information flow and inform decision making
  • Complete routine financial transactions and purchasing services, ensuring compliance with agency standards and procedures;
  • Manage office/s leasing and facilities relationships and where applicable, project manage the establishment of new regional office locations;
  • Coordinate the onboarding and offboarding processes for regional team members on behalf of the NSW Senior Trade and Investment Commissioner, assist in HR life cycle activities and support local payroll and benefit vendors;
  • Assist in driving regional employee and culture activities.

Executive Assistant

  • Manage the NSW Senior Trade and Investment Commissioner’s diary and appointments;
  • Coordinate monthly meeting and preparation of meetings;
  • Organise and monitor travel arrangements and expenditure for the NSW Senior Trade and Investment Commissioner, Team and the wider Treasury team where required.

Business Development Support

  • Assist in the delivery and support of business projects and events, including consultation, the management and monitoring of timelines, systems, correspondence and reporting;
  • Undertake a range of projects on behalf of the NSW Senior Trade and Investment Commissioner and team, to support the development of programs and initiatives, and improve the operation of the Office/s.

Key challenges

  • Managing multiple priorities
  • Assisting the NSW Senior Trade and Investment Commissioner in the overall management of the Office or Regional Offices, to ensure that it is functioning efficiently and effectively for staff and clients, and meets operational objectives;
  • Keeping up to date with various corporate policy, procedures, operational issues and the local business environment that may impact and influence the running of the Office/s;
  • Providing quality services concurrently to a number of programs/projects while under the pressure of tight deadlines, heavy workloads and unexpected peaks and troughs
  • Dealing effectively and efficiently in relation to the frequent contact required with clients, at a senior level, across Government and industry, and attending to various requirements/requests and enquiries

Role dimensions

Decision making

Decisions which are made by the position holder include:

  • Any requiring or resulting in significant changes to strategy; those with the potential to escalate or create precedent; matters requiring a higher administrative or financial delegation; or submission to a higher level of management

Reporting line: The role reports to the NSW Senior Trade and Investment Commissioner

Essential requirements

  • Minimum 5 years in an Office Manager capacity. Experience supporting Diplomatic Stakeholders desirable;
  • Language – high level of proficiency in both local and English languages;
  • High level of verbal and written communication gained within a geographically dispersed organisation;
  • Understanding of general finance, budgeting and financial management;
  • Experience communicating on policies and procedures, employee events and external events essential;
  • Project management experience;
  • Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint;
  • Experience with managing Social Media platforms desirable;
  • Experience with establishing new office or business entities desirable.

Please submit your application with CV in English with heading of position and your full name to shanghai@sydneyaustralia.com.cn before 17:00 on Thursday, 26 November, 2020. Applications received after the closing date and time will not be considered.

Your cover letter should address each of the requirements and explain why you are suitable for this position.