Vacancy - DFAT - Chinese LE4 Passport Administrative Assistant (up to 5 months only)

                    AUSTRALIAN CONSULATE-GENERAL GUANGZHOU

                    DEPARTMENT OF FOREIGN AFFAIRS AND TRADE

                                                                                    VACANCY

The Department of Foreign Affairs and Trade (DFAT) section of the Australian Consulate-General Guangzhou has a non-ongoing vacancy to fill the following position until mid-August 2016:

                                                                                Passport / Administrative Assistant

Applications are invited from Chinese Nationals. Successful applicant is required to register with the Service Office of Foreign Establishments, Guangdong Province (if not already) prior to commencing employment. 

Salary for this position will commence at RMB 9,026 (LE 4) per month.

Please note the position is for a period of up to 5 months only.

Duty statement and selection criteria are attached. Your application, written in English, must include:

• a statement of claims for the position separately addressing each of the selection criteria (2 pages maximum)
• curriculum vitae; and
• contact details of two work-related referees

Applications that do not address the selection criteria will not be considered.

Guidelines for addressing selection criteria can be found on http://www.guangzhou.china.embassy.gov.au/gzho/RecruitEn1.html

Applications and general inquiries should be sent to:

Human Resources Department,

Australian Consulate-General Guangzhou,

12/F, Development Centre,

No. 3 Linjiang Da Dao,

Zhujiang New Town, Guangzhou 510623

Email: [email protected]

Fax: +86 20 3814 0140

For inquiries regarding this position, please contact Human Resources Department at the email address above.

 

Closing date for applications is 9.00am, Monday 14^th March 2016

Late applications will not be considered.

 

Job Description

 

Responsible for receiving all visitors to the Consulate in accordance with the Service Level Agreement (SLA), the Finance Management Manual (FMM), relevant DFAT Consular and Passport manuals and guidelines and better practice principles. To provide general information and administrative support to visitors on the DFAT Consular and Passports program. To provide administrative support to the DFAT office. To deliver a high level of client service, inclusive of internal and external customers.

The key responsibilities of the position include, but are not limited to:

• Assist the Passports team to accept Australian travel document applications by interviewing clients to ensure full required documentation and correctly completed forms have been provided; accurate processing of travel document applications within required benchmarks; provide general travel document advice to clients; issuance of passports and updating the TARDIS system.
• Assist the Accounts section with financial and other administrative work as needed
• Assist with the management of office support materials, such as the register of Third Person Notes (TPNs) and keep accurate and up-to-date records.
• Assist with the maintenance of the register of Australian citizens in South China.
• Provide administrative assistance to the Senior Administrative Officer and other Consular/Corporate staff as required, such as research and analysis or information from administrative files, or general knowledge of local conditions.
• Operate the central telephone switchboard serving all programs at the Consulate. Answer all in-coming calls, take messages and/or direct them to the appropriate section/person as required. Regular reporting of call statistics.
• Perform the function of sub-cashier for the collection of passport and consular fees.
• Act as back-up Receptionist.

Selection Criteria

1. Demonstrated interpersonal and client service skills, including the handling of difficult and distressed clients from a variety of cultural backgrounds.
2. Experience in reception duties such as telephone switchboard and customer enquiry handling.  A degree in secretarial studies/administration or equivalent 3 years experience in a client service role would be an advantage.
3. Demonstrated organisation and time management skills, inclusive of attention to detail.
4. Fluent in written and spoken English and Mandarin, Cantonese language skills would be an advantage. Sound ability as an interpreter and translator between these languages.
5. Good knowledge of computer applications in particular Microsoft Office. An ability to work with Consulate-specific software.