Team Administrator

Team Administrator | Deputy Chief Executive (Policy) Group

Support, Coordinate, Deliver – Team Administrator Opportunity at MFAT!

Looking for an exciting career opportunity at the Ministry of Foreign Affairs and Trade? Do you enjoy supporting teams to achieve and deliver outcomes? We’re seeking a highly motivated and capable Team Administrator to join the Deputy Chief Executive – Policy (DCEP) Group, providing key support to our Communications Division.

About the role - Kōrero mō te tūranga 

The Team Administrator provides general and specialised administrative support across the Division, Group and the Ministry, working primarily with a designated team, unit or division while remaining flexible to respond to changing workloads and organisational priorities. Team Administrators operate as part of a Group-wide team managed by the Group Business Manager and may be required to provide support to other teams or divisions as needed.

This position will primarily support the Communications Division and provide back‑up support to other Team Administrators. The role also includes participating in MFAT emergency responses when required, which may involve working outside normal hours.

Key Responsibilities: Administrative & Operations Support

• Provide end‑to‑end administrative support to enable smooth team and office operations
• Manage diaries, inboxes, correspondence, mail, reporting, and basic research
• Coordinate meetings, events, workshops, room setup, catering, and documentation
• Maintain schedules, rosters, databases, websites, intranet, and shared mailboxes
• Arrange domestic and international travel, visas, passports, and travel reporting
• Track travel plans and expenditure; support reconciliations and cost recovery
• Manage purchasing, invoices, approvals, budgets, variance reporting, and credit cards
• Support recruitment, onboarding, training liaison, and staff records maintenance
• Coordinate OIA, Parliamentary, Ministerial requests, policy reviews, and compliance responses
• Drive continuous improvement, manage small projects, and contribute to knowledge sharing and health & safety responsibilities

To view the full position description, click here.  

This is a Band 12 position.  The full salary range is $58,924 to $75,292 total remuneration, inclusive of our 3% KiwiSaver employer contribution.  We expect to appoint around the midpoint of $65,471 – give or take depending on your level of experience.  

Who are we looking for? - Mā‎ wai te mahi nei? 

We are looking for someone who is enthusiastic about working for the Ministry of Foreign Affairs and Trade as a Team Administrator and enjoys supporting a fast‑paced team. This is a generalist role suited to someone who takes pride in helping others deliver—coordinating travel, managing budgets, supporting events, and handling a wide range of administrative tasks. You will be motivated by variety, keen to take on new opportunities, and interested in developing your skills and capability over time.

What you’ll bring

• 2–3 years’ experience in an administrative role, with a strong customer‑focused approach
• Proven ability to work collaboratively as part of a team and build effective relationships with a wide range of stakeholders
• A strong reputation for reliability, with the ability to follow tasks through to completion and consistently deliver on commitments
• Excellent time‑management skills, ensuring work stays on track, deadlines are met, and priorities are managed effectively in a busy environment
• Excellent organisational and planning skills, with the ability to prioritise, work calmly under pressure, and maintain a high level of accuracy
• Advanced proficiency in the Microsoft Office suite (Outlook, Word and Excel) and strong written and verbal communication skills
• Sound judgement, discretion, and integrity, with a commitment to continuous improvement and developing your own capability

Why MFAT? - Ngā hua o te mahi i te Manatū Aorere?

We are committed to a focus on leadership, talent, training and development, and flexible work options consistent with guidance from the Public Service Commission.  Check out our benefits page to find out more about why we love working here.

MFAT is Rainbow Tick accredited. We value diversity and are committed to providing an inclusive culture where everyone feels supported, valued, and a sense of belonging.  We welcome applications from people from a diverse range of backgrounds. 

About us - Mō mātou

Our people represent New Zealand on and offshore, and in doing so make New Zealanders safer and more prosperous.  By building connections with and influencing other countries and international institutions, we advance New Zealand’s interests and pursue New Zealand's values.  We provide advice to the Government on the implications for New Zealand of what is happening in the world.     

To Apply/Interested? - Me pēhea te tuku tono 

Apply today with your CV and cover letter.

For a confidential discussion please email recruitment@mfat.govt.nz

To be considered for this position at Ministry of Foreign Affairs and Trade you must be a NZ citizen.   

You must be able to obtain and maintain a Confidential security clearance. Ordinarily, to obtain this level of clearance candidates must have sufficient checkable background in countries where meaningful and reliable checks can be undertaken. Where requisite checks are unable to be made, the candidate application may not be able to be progressed. 

Use this online tool to self-check your eligibility for a clearance. Please note that this tool is not part of the formal security clearance process: http://www.protectivesecurity.govt.nz/eligibility-tool 

Please let us know if you need any support or have any access requirements that will help you through the recruitment process. 

Applications close at 9:00pm on Friday 15 May 2026  

Please note: This is not a Foreign Policy/diplomatic role.  This is a ‘Corporate’ role (known here as a specialist role based in central Wellington, New Zealand)

While it is not usual for specialist staff to be ‘posted’ outside of NZ, from time to time a specialist role overseas becomes available at one of our embassies, high commissions, missions or consulates. To be considered for one of these positions you would need to apply and be considered via a competitive recruitment process. 

If you do have an interest in an MFAT foreign policy/diplomatic career, you would be welcome to apply for this either via our graduate recruitment or mid-level foreign policy recruitment campaigns.