Australian Embassy: RECEPTIONIST (Application close Friday, 16 March 2012)

Australian Embassy

Dili, Timor-Leste

JOB VACANCY - RECEPTIONIST

The Australian Embassy is currently looking for a highly motivated person to play a key support role at the Australian Embassy, Dili. We are seeking people with appropriate skills and experience for the permanent position of Receptionist.

The Selection Criteria:

·       Highly developed skills in the area of client liaison and service delivery;

·       Very good speaking and writing skills in English, Tetum and some knowledge of Portuguese;

·       Previous experience in office administration;

·       Well developed computer skills particularly in Microsoft Word and Excel, internet;

·       The ability to work in a team environment;

·       Honesty and integrity;

·       Willingness to work additional hours if required

The successful applicants should have a proven ability to work under minimum supervision, organise workloads and resources effectively, and possess a high level of computer skills. A high level of interpersonal skills is also essential.

Referees – Provide details of two recent professional referees in your application. Referee reports will be requested at the time of interview for short listed applicants only.

Applications – Must be written by the applicant in English.

Clearances – The successful applicant must undergo police and medical clearances.

If you are a highly motivated person who is looking for a great career opportunity, then we would like you to apply. If you are successful, the Australian Embassy provides training and support in a friendly team environment.

How to apply

1.      Request the full position description that you are interested from the Office Manager by email: widya.indrasari@dfat.gov.au or visit the Australian Embassy, Dili website: www.easttimor.embassy.gov.au

2.     Send your application to the Australian Embassy, Rua Martires da Patria, Dili or email it to: widya.indrasari@dfat.gov.au.

Application close Friday, 16 March 2012

 Please note that only short listed candidates will be contacted for interview.

 

DUTY STATEMENT

Position :       Receptionist    Supervisor:  Consular /Passport Officer 

Posn:   10682   Posn:   10672

Level:          Security:       UNCLASSIFIED

  

General Administration

• Operate the telephone switchboard including:
•  answer general enquiries from the public and direct them to the appropriate agencies
•  reconcile main switchboard line with Timor Telecom monthly accounts ;
• manage and maintain voicemail system
•  Maintain bookings for conference room usage.
•  Maintain Motor vehicle bookings and ensure drivers are aware of the bookings made
•  Supervise the transport team to:
• Maintain motor vehicle bookings
• Liaise with drivers to ensure they are aware of bookings
• Monitor use of duty motorbike
• Check motor vehicle/motorbike running sheets

Consular and Passports

• Assist the Consular Officer, provide Consular Services for Australian citizens including:
•  to undertake consular welfare duties and visits (ie. hospitals, prisons, trials) to specific regions,
•  maintain schedule of contact with prisoners, lawyers and prepare reports/cables for dispatch to the Canberra
•  liaise with local government departments and authorities on general consular matters
• undertake interpretation of documents from East Timor government
• prepare notarial acts for witnessing/signature
• assist with routine consular matters and inquiries
• when required, accompany the Vice Consul on visits to provide local advice and interpreter.
• Assist passport issuing officer, investigate and issue travel document applications on TARDIS, in accordance with the Manual of Australian Passport Issue (MAPI). Ensure all Australian travel documents have been quality controlled and meet the required standard.
• Maintain database of Australian citizens in East Timor using computerised program Registration of Australian Citizens
• Maintain and update consular statistics for Australian and Canadian citizens.

Travel Officer Tasks

• Undertake all travel arrangements for Embassy staff including attached and unattached agencies staff.
• Market testing of travel company, at least once per year,  to ensure best market value

Financial Delegations

As an back up to the Consular Sub Cashier:

• Hold and operate a Consular Change Float
• Sign and issue receipts as sub-cashier
• Take charge of a working stock of accountable documents
• Responsible for opening mail, recording remittances received through the mail and forwarding mailed remittances to the Cashier/sub-Cashier

Filing

•  Maintain TRIM filing system (i.e Create and close new files as required)
• All records are to be kept in an orderly manner and reception files are to be kept updated.
• Other duties as instructed.