Corporate Services and Consular/Passport Officer – LE3 – DFAT – Lisbon Job Ref:
805
Job Title:
Corporate Services and Consular/Passport Officer – LE3 – DFAT – Lisbon
Location:
Lisbon
Contract type:
Non-ongoing. Fixed Term Contract until 30 June 2025
Contract hours:
Full time, 37.5 hours per week
Additional Benefits:
22 days of recreational leave and 14 public holiday days
14th May 2024
Job Summary
The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Lisbon.
Please be advised that the Australian Embassy, Lisbon does not provide relocation assistance and any costs associated with taking up the position would be the responsibility of the successful candidate.
About the Department of Foreign Affairs and Trade (DFAT) The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia's security, enhancing Australia's prosperity, delivering an effective and high quality overseas development program and helping Australian travellers and Australians overseas. The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia's pursuit of global, regional and bilateral interests.
About the Position Under the guidance of the Deputy Ambassador, the Corporate Services and Consular/Passports Officer will provide consular and passport services to Australians in Portugal and countries of non-resident accreditation. This position will deliver a range of corporate initiatives to modernise a small mission, provide consular support during a busy seasonal surge period and provide back-up support during staffing absences.
Key responsibilities of the position include but are not limited to: Assist the Corporate team by providing back-up support in delivering high-quality corporate enabling services, including undertaking financial and accounting tasks.Provide a range of consular, passport notarial services to Australian citizens and permanent residents in Portugal and other countries of non-resident accreditation in accordance with Australian Government guidelines and legislation.Assist the Post Security Officer in implementing a range of small projects to strengthen the Embassy's security.Coordinate and oversee property projects at the Chancery, including maintenance works and annual inventories.Assist with several official functions and events, including those in support of World Scout Events.Provide timely advice and reporting on consular and passport cases, including drafting correspondence and liaising with internal and external stakeholders.Develop and maintain strong working relationships with key stakeholders including but not limited to like-minded missions, police, airlines, funeral homes, prisons and immigration.Contribute to crisis preparedness by assisting with contingency planning, consular response team training and assist with consular crisis responses in Portugal.Respond to telephone and email enquiries from the general public related to consular, notarial and passport matters.Review the Embassy's travel procedures and in conjunction with senior management, improve processes in line with policies and guidelines.Undertake a small project to refresh the Embassy's website.Assist in implementing the Embassy's new contact centre database.Assist to sentence and dispose of Embassy soft-copy and hard-copy files.Required Experience/Knowledge/Skills Strong problem-solving skills and excellent attention to detail.Experience undertaking financial and accounting tasks is desirable.Demonstrated client service experience.Excellent written and oral communication skills in English and Portuguese is essential.Demonstrated knowledge of, or experience in delivering consular and passport services is highly desirable, but not mandatory.Strong client liaison and interpersonal skills and the ability to establish and maintain effective stakeholder relationships.Strong capacity to exercise discretion and judgement and maintain confidentiality.Ability to interpret and apply policies and legislation, including the Privacy Act.Excellent organisation and planning skills, ability to prioritise workloads and work flexibly within tight deadlines.Ability to contribute effectively as a member of a small team, including proven initiative, cooperation, flexibility and reliability.Office experience and strong administrative skills including high level of IT proficiency, including Microsoft Office products.Selection Criteria In your written statements, you must include relevant high-level examples from your experience that support your claims against the role. The word limit is strictly 250 words per response. The panel will not assess responses which exceed the word limit.
A. Experience working in an office administration role or similar, in which you were required to manage multiple competing priorities.
B. Strong organisational skills, attention to detail and the ability to work under pressure and manage priorities with limited supervision.
C. Excellent written and oral communication in English and Portuguese.
D. Ability to work effectively with other team members in a busy environment by demonstrating flexibility, reliability, adaptability, initiative and resourcefulness.
E. Proficiency with the Microsoft Suite. High level of IT literacy with the ability to manage electronic documents and records management systems, ensuring ongoing compliance with policy.
The Human Resources Section based in the Australian High Commission, London is responsible for managing all recruitment processes across the European region. Please direct any queries to ******
We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values .
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