Australian Embassy Warsaw

Australian Embassy Warsaw


Australian Embassy Warsaw

Assistant Research Officer

The Australian Embassy in Poland is seeking an energetic university graduate to join our Research Section. The successful applicant will be required to conduct research and analysis using a broad range of sources, and provide reporting on political and economic issues in Poland, the Czech Republic and Lithuania. The successful applicant will also be required to undertake administrative responsibilities.

The person must have relevant tertiary qualifications and perfect written and verbal communication skills in both English and Polish. Knowledge of Czech or Lithuanian would be an advantage, but not essential. The person must have strong organisational and administrative skills.

Applications should be addressed to: The Recruitment Officer, Australian Embassy, 3rd Floor, Nautilus Building, ul. Nowogrodzka 11, 00-513 Warsaw, Poland Applications must be received at the Embassy by 4pm on 18 January 2013. Applications should adhere to the instructions contained in the ‘Application Pack’, which is available on the Embassy website or can be collected from the Embassy.




Applications which do not follow these instructions will not be considered.

Applications must include :

  1. the enclosed signed ‘Personal Data’ form with details completed (photos are not required)
  1. a comprehensive statement supporting your application, which addresses the five specific ‘selection criteria’ and refers to the ‘duty statement’ where relevant. The statement addressing the selection criteria must not be more than three A4-size pages long, and must be typed, in no less than 12-point font.
  1. copies of recent written references from at least two referees, with day-time contact numbers.

Applications can be delivered in person or mailed to the Embassy. They must be received by the deadline of 4pm on Friday 18 January 2013. Applications which are not received by the deadline may not be considered.

The Embassy is open from 0830 to 1630 Monday to Friday.

Applications should be addressed to :

The Recruitment Officer

Australian Embassy

3rd Floor, Nautilus Building,

ul. Nowogrodzka 11,

00-513, Warsaw POLAND.

For further information tel: +48 22 521 3444







LANGUAGES (and estimate of competency):






BRIEF WORK HISTORY: (attach separate page if necessary)

DatePositionSummary of duties

REFEREES: Name, address and daytime contact details (phone and email)



Signature of Applicant:





1. Written Communication Skills

Researches, interprets or evaluates accurate and factual material related to duties with attention to detail. Prepares drafts in English, requiring interpretive ability that assist the work unit with consultation, liaison and negotiation.

  1. Oral Communication Skills

Summarises and clearly conveys information on a range of matters. Presents a point of view and sets out a course of action. Liaises productively internally and externally, in English and in Polish, making use of a variety of sources including networks to obtain information.

  1. Output

Independently prioritises, organises, and completes assigned tasks on time. Delivers with a client focus. Proposes and develops local procedures and practices. Records relevant documents. Seeks out relevant information to make sound, accurate and timely decisions. Explains clearly the factors leading to a decision.

  1. People Skills

Demonstrates respect, fairness, honesty, consideration and cultural sensitivity for others. Manages own performance and development. Supports and contributes to the work of others. Displays flexibility, a constructive approach to tasks and the ability to build productive working relationships.

  1. Leadership

Strives for excellence. Demonstrates commitment to team work, promotes consultation, shares ideas and values diversity. Contributes ideas and demonstrates initiative. Improves established work practices.




Position Number : / 7430
Classification / Level :
Supervisor: / 3RD / 2ND SECRETARY
Date Updated: / 2 January 2013


  1. Assist the Senior Research Officer to monitor and analyse information sources for developments potentially affecting Australia’s political, social and economic relationship with Poland, the Czech Republic and Lithuania including through local contacts and the media and by attending relevant seminars and meetings.
  1. Research and draft reports or background briefing on identified political, social and economic issues in Poland, the Czech Republic and Lithuania.
  1. Assist the Executive Assistant to the Head of Mission.
  1. Undertake various administrative procedures (eg: monthly check of advances and receipts) under the supervision of the First Secretary, as required and in accordance with Departmental guidelines and instructions.
  1. Translate correspondence and interpret (Polish/English) on official calls, when required.
  1. Assist other team members to arrange official visits programs and the associated logistics planning.
  1. Answer enquires on Australian issues, when required.
  1. Other duties as agreed.


FMM 5.11 Examine advances and unbanked money

Hints for Applicants

The Assessment Process

In accordance with the Australian Government’s merit principle, selection decisions are based on three elements: a written application, referee report/s and an interview. The Australian Fair Work Act 2009 does not apply to the employment of locally engaged staff. Employment of locally engaged staff is regulated by the laws of Poland. The successful applicant must be willing to undergo local police checks and agree to abide by the Embassy’s Code of Conduct.

The Embassy will establish a Selection Advisory Committee to consider applications for the advertised vacancy.

The Committee will initially assess applicants’ written applications against the ‘selection criteria’ to establish a shortlist. Those shortlisted may proceed to interview. A referee check will be conducted on all applicants who are ranked on the order of merit. The committee will determine when to contact a referee or others familiar with the applicant’s work to verify claims against the selection criteria.

Any claims you make with regard to academic and/or professional qualifications must be capable of being verified with the relevant institution. False claims could lead to rescission of an offer of employment or disciplinary action, including possible termination of employment (if already employed in the Embassy).

The Committee will make a recommendation to the Ambassador, who makes the final decision on selection of the most suitable candidate.

The Written Application

The aim of your application is to demonstrate your actual experience, qualities and skills. You should begin your application with a brief (one page) background summary, on the attached Personal Data form. This should include your current position, previous positions (working backwards), academic qualifications, languages, and other relevant information– including publications, awards.

All advertised positions have a corresponding duty statement setting out the responsibilities and tasks required in the job. The selection panel will use this and the ‘selection criteria’, based on the duty statement, to assess applications. The selection criteria describe the personal qualities, skills, abilities, knowledge and qualifications a person needs to perform the role effectively.

The written application is your first opportunity to demonstrate your claims against the selection criteria and duty statement. Read the selection criteria carefully and ensure you address all elements. Use workplace or life achievements to demonstrate you have certain skills or experience rather than simple assertions about skills or experience. Use recent examples as far as possible.

The following points are useful guides in outlining your competency or experience against each criterion.

Situation - Set the context by describing the situation in which you demonstrated the skills or qualities and gained the experience.

Task – Describe the task

Actions - What did you do and how did you do it?

Results - What did you achieve? What was the end result and how does it relate to the job that you have applied for? If you find it difficult to identify strong examples for each duty/criterion, you can still show you understand what’s required and how it should be done.

The application is also used by the selection panel to assess an applicant’s writing and organisational skills as well as their eagerness for the job. Make sure your application is succinct, focussed and well organised. Show that you are well prepared and thorough by ensuring it is sufficiently detailed and coherent as well as free of spelling or grammatical mistakes. Where possible, have someone, such as a colleague or supervisor, read over your application before lodging it.

Referee Reports

Referee comments are a very important element of your application. You will be required to supply contact details of at least one referee. Your referee should be the person most familiar with your work, who can comment on your ability to perform against each duty/criterion. It is helpful if they are able to provide work-specific examples against each duty or selection criterion.

You should assist referees by providing them with a copy of your application, the duty statement for the job/selection criteria and any other relevant materials. It is your responsibility to advise your referee/s that they will be contacted and to prepare them to be in a position to answer well all the questions they are asked.

The Interview

Many people are nervous about interviews. Solid preparation is the key to a successful interview. On the basis of the duty statement and/or selection criteria, you may be asked a range of questions to demonstrate your skills and abilities. These could include behavioural-based questions and hypothetical scenario questions.

The following interview tips might be helpful:

 Know your own story:

 your key selling points;

 examples of achievements relevant to the duty statement and selection criteria; and

 what you might have done differently with the benefit of hindsight

 Know the role and its broader context:

 be familiar with the duty statement;

 understand the work level standards required;

 understand the broader context: the mission’s and Department’s priorities and how the job you are applying for fits into this picture; and

 be aware of current affairs

 Practice aloud to get comfortable with the wording of examples you might use, but don’t learn responses by rote – you don’t know what the questions are yet!

 You may be given a copy of the questions a few minutes before interview. Be ready to jot down some notes

 Dress appropriately for the interview and check your appearance in the mirror. You should feel comfortable and confident with your appearance

 Questions tend to be broad, open, behaviour-based questions to allow you to convince the interviewer of your suitability for the job

 Present clearly and confidently

 Questions need to be answered as if you were already at the level

 Follow the STAR principle – Situation, Task, Actions, Results

 Manage your time. If you have a 20 minute interview, you can’t afford to spend 15 minutes on your first answer

 You may be asked if there is anything you want to add – be ready