"JOB VACANCIES AUSTRALIAN EMBASSY MANILA Immigration and Visa Office Office"
JOB VACANCIES – AUSTRALIAN EMBASSY MANILA Immigration and Visa Office Office Administrator (OA) – LE8 / BB3B Client Service Manager (CSM) – LE8 / BB3B The Australian Embassy Manila is looking for two skilled and motivated individuals to fill vacancies in the Immigration and Visa Office, operated by the Australian Department of Immigration and Citizenship (DIAC). The Manila IVO is a dynamic and challenging work environment with a high volume caseload. We are committed to quality processes and high standards of client service and integrity. The office consists of teams working in permanent and temporary entry visa processing, citizenship, compliance, document examination and referrals integrity checking. DIAC Manila also works with a Service Delivery Partner (SDP), PIASI which provides client enquiry and visa lodgement services. The Office Administrator will assist the Principal Migration Officer (PMO) to manage the day to day administration of the office, with significant contribution to budget and financial management, reporting and record keeping, asset management, stakeholder liaison, IT system management and some project work. It is a very responsible position which plays a key role in the successful running of the office and reporting to DIAC National Office and the Regional Director in Jakarta. We are looking for someone with excellent organisational ability, sound judgement, initiative, very good written and oral communication and liaison skills, and a commitment to integrity and team outcomes. The Client Service Manager works with the PMO and the DIAC management team to ensure that client service standards are maintained and improved. Important duties include the management of the Manila DIAC e-mail enquiries system; handling sensitive and difficult client cases, including complaints; day-to-day liaison with DIAC’s SDP; liaison with DIAC panel doctors; management of the DIAC counter; and some project work. The position requires excellent written and oral communication, liaison and conflict-resolution skills, sound judgement and demonstrated commitment to the promotion of continuous improvement in client service. Duty statements and selection criteria are attached. Both positions are available for immediate filling and the successful applicants will be expected to be available as soon as possible after selections have been completed. Salary range is 44,220 – 52,667 Php per month plus other entitlements under the Embassy LES Conditions of Service. Short listed applicants who are not successful on this occasion may be considered for any further vacancies that arise during the next 12 months. The contact officer for the OA and CSM positions is Peter Goellnicht, Principal Migration Officer, Manila. Email any enquiries to firstname.lastname@example.org marked to the attention of the PMO. Applications should be sent by e-mail to email@example.com or faxed to +63 2 757 8344 by COB Monday 1 October 2007. Applications to include a statement addressing selection criteria (maximum of three (3) pages, font size Arial 11 with standard margins), a recent CV (maximum two (2) pages), and the contact details for two referees, including telephone numbers and email addresses. You should indicate if you are applying for one or both positions. Applicants who are not short listed will not be contacted. If you would like further information regarding how to address the selection criteria, please refer to the websites below: http://info.anu.edu.au/HR/Training_and_Development/CareerWise/_ApplicationWritingparticipantsnote s2006.pdf http://www.deakin.edu.au/studentlife/careers/jobsearch/applications.php -1- OFFICE ADMINISTRATOR POSITION: Office Administrator – LE8 / BB3B SECTION: Department of Immigration and Citizenship (DIAC) Immigration and Visa Office, Australian Embassy Manila DUTY STATEMENT 1. Office Administration Effective management of a range of administrative duties including compliance with financial and audit requirements; maintenance of delegation procedures and records; procurement and asset management; DIAC forms management; archival and storage procedures; maintenance of office supplies; assistance with special projects (eg office renovations). 2. Financial Management Effective management of DIAC post finances, budget and record keeping including management of daily and monthly revenue reconciliations; management of petty cash; management of regular and ad hoc financial reporting; assisting with preparation of annual budget, and ongoing budget monitoring and reporting; preparation and maintenance of requests for purchases, expenditure and refunds. 3. Stakeholder Management Effective management and development of relations with key stakeholders including key personnel in other agencies within the mission (Finance, Admin and HR Sections), major suppliers of goods and services, DIAC’s external Service Delivery Partner, Regional Director and Regional Executive Officer and relevant areas of DIAC National Office. 4. Staffing and Personnel Assist the DIAC management team with personnel issues including recruitment, rotation and leave provisions; liaise with HR section regarding salary payments and conditions of service; assist in the preparation and maintenance of personnel records; maintain records of staff delegations; assist in the preparation and delivery of training, particularly for new starters; assist with the management of the Administration Support Unit. 5. IT Systems Perform the duties of the Systems Administrator including maintenance and loading of DIAC systems updates, logon management; system housekeeping and maintenance of logbooks; updating of system financial information; liaison with consultants, DIAC National Office and post IT liaison officer. 6. Executive Support Assist post management team with official travel, coordination of official visits (RD, Minister, Secretary and other DIAC officers) and liaison with Philippine government officials and agencies. -2- 7. Other duties Other duties as directed including periodic assistance to the Client Service Manager SELECTION CRITERIA – OFFICE ADMINISTRATOR Managing Information • Good knowledge of and demonstrated experience in preparing and managing budgets, financial and accounting records systems, purchasing and procurement procedures and asset management. • Broad knowledge of Australian government policies and programs, and the role and functions of the department. • Knowledge of DIAC programs preferred but not essential. • Ability to interpret and apply legislation, policy and financial instruction and exercise sound judgment. Well developed research and analytical skills. Managing Work • Well developed work management and organisational skills, including the ability to manage personal work, to effectively assign and monitor others’ work, and to deliver workplace goals within deadlines. Working in teams • Proven ability to deal sensitively and tactfully with others. • Demonstrated leadership qualities including encouragement of continuous improvement, integrity and client service focus in achieving team goals. • Well developed skills in working in a team environment, including the ability to develop productive working relationships and to build team cohesion. Communicating • Well developed oral and written communication skills in English, including good report-writing skills. • Demonstrated skills in communicating with people from diverse backgrounds and cultures. • High level negotiation and conflict resolution skills, including demonstrated skills in managing key stakeholder relations. • Fluency in Tagalog preferred. Focussing on quality • Demonstrated ability to provide high quality, accurate output in a high-volume workload, provide effective client service, apply ethical work practices and demonstrate integrity in all aspects of work. • Initiative, flexibility, resourcefulness and the willingness and energy to promote and lead continuous improvement in the workplace. -3- CLIENT SERVICE MANAGER POSITION: Client Service Manager – LE8 / BB3B SECTION: Department of Immigration and Citizenship (DIAC) Immigration and Visa Office, Australian Embassy Manila DUTY STATEMENT 1. Effectively manage the relationship with DIAC Manila’s external Service Delivery Partner (SDP) including supervision of daily transfers of applications and correspondence; regular liaison and monitoring of client service standards; handling feedback related to the SDP; assisting with training of SDP staff. 2. Effectively manage and monitor client service counter operations including managing the interview schedule; liaison with Embassy reception and security staff; maintenance of visa information and forms; handling of emergency requests. 3. Liaise with a broad range of clients and respond to inquiries (by e-mail, mail, fax and telephone), including those of a sensitive or more complex nature. Provide accurate, timely and appropriate advice. Effectively manage the DIAC-Manila mailbox, responding to inquiries and complaints within client service standard timeframes. 4. Provide leadership in the provision of high quality client service. Work effectively with the management team to contribute to and support client service standards in all areas of the office, including training of other staff. 5. Maintain and update DIAC information including locally printed information, the Embassy homepage and recorded telephone scripts. 6. Effective liaison with DIAC Panel Doctors and the Global Medical Unit to ensure DIAC service standards on medical examinations are met; maintain supplies of medical forms; help address complaints against panel doctors. 7. Assist the management team with special projects, and identify areas and strategies for service improvement. 8. Other duties as directed, including periodic assistance with the duties of the Office Administrator. -4- SELECTION CRITERIA – CSM Managing Information • Broad knowledge of Australian government policies and programs, and the role and functions of the department. • Good knowledge of DIAC programs preferred. • Ability to interpret and apply legislation and exercise sound judgment. Well developed research and analytical skills. Managing Work • Well developed work management and organisational skills, including the ability to manage personal work, to effectively assign and monitor others’ work, and to deliver workplace goals within deadlines. Working in teams • Proven ability to deal sensitively and tactfully with others. • Well developed skills in working in a team environment, including the ability to develop productive working relationships and to build team cohesion. Communicating • Well developed oral and written communication skills in English. • Demonstrated skills in communicating with people from diverse backgrounds and cultures. • High level negotiation and conflict resolution skills, including demonstrated skills in managing key stakeholder relations. • Fluency in Tagalog essential. Focussing on quality • Demonstrated ability to provide quality client service, apply ethical work practices and demonstrate integrity in all aspects of work. • Initiative, flexibility, resourcefulness and the willingness and energy to promote and lead continuous improvement in the workplace. -5-