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DUTY STATEMENT
Executive Assistant to Defence Adviser (EA DA)
(24 September 2008)
Main duties are:
• Maintain DA calendar including arranging meetings within and outside of the Embassy and within countries of accreditation.
• Organise all aspects of Defence Adviser’s travel.
• Maintain liaison with other staff in the Embassy; provide support in interpretation of Defence instructions; assist in resolving queries.
• Provide advice and assistance on all allowance matters. Prepare correspondence, e-mail responses, send notifications of arrival/departure details, pay requirements, allowance entitlements, allotment variations, pay queries etc for attention of Defence Pay and Overseas Admin Teams, Melbourne and other agencies as necessary.
• Maintain records (historical and current), information and instructions pertaining to all Defence staff positions.
• Prepare and despatch diplomatic notes, flights clearances and port visit requests.
• Coordinate arrangements for official visits to the region, including preparation of visit programmes.
• Maintain the Pakistan Armed Forces functional directory and other contacts listings, visitor schedule and list of students.
• Screen all telephone calls to DA and manage visitors to the Office of the Defence Advisor (ODA).
• Prepare correspondence and cables and other documents as required.
• Scrutinise and verify all defence section claims for payment, to include confirmation of expenditure classifications and the allocation of relevant orders and charge codes.
• Plan and supervise the organisation of ‘official’ Defence functions as directed.
• Collate and submit representational function cost reports.
• File Defence papers as appropriate.
• Create new files and maintain file listing.
• Undertake special projects at the direction of the DA.
• Collate press clippings on defence, military, political and security matters for review, archive and/or despatch.
• Research and provide information, as required.
• Support ’Whole of Post’ tasking priorities, as directed by DA.
• Provide relief for the Defence Office Manager as required.
• Other tasks as directed by the DA.