Visa vacancy - Australian Embassy

Australian Embassy

Italy

Embassy address: Via Antonio Bosio, 5, Rome - Telephone: 06 852 721 - Fax: 06 8527 2300

LOCALLY ENGAGED STAFF POSITION
Visa Office Manager

1. VISA OFFICE, AUSTRALIAN EMBASSY ROME

The Visa Office of the Australian Embassy in Rome currently provides Department of Immigration and Citizenship (DIAC) services for clients from Italy. These services include processing temporary entry and citizenship applications, dealing with client enquiries and providing research and information support to visa processing centres in Australia.

Rome is part of the Europe DIAC sub-region managed by the Australian Embassy in Berlin. The Visa Office Manager will work under the supervision of the Senior Migration Officer Berlin.

2. JOB DESCRIPTION AND DUTY STATEMENT – VISA OFFICE MANAGER

Designation: Visa Office Manager
Immediate Supervisor: Senior Migration Officer, Berlin

Role:

The Visa Office Manager is expected to: manage workloads and supervise staff and office resources; initiate and implement changes which improve the office environment; ensure provision of excellent client service to clients and stakeholders; and manage staff performance. The Visa Office Manager also contributes to visa processing and other administrative work.

Duties:

1. Managerial
• Manage human, financial and other resources to maintain DIAC's standards of service.
• Represent the department, including in discussion and formal liaison with senior embassy colleagues at post, the host government and other forums relevant to Australian interests and prepare reports.
• Ensure that the section workloads are appropriately organised, allocated and monitored to meet Client Service standards.
• Oversight the organisation and management of client and casework related information and instructions.
• Implement client service initiatives in line with corporate directions.
• Oversight forms supply, registry and archiving.
• Manage overall statistical monitoring for Rome, including relevant reporting to the supervising Senior Migration Officer (SMO) in Berlin and National Office as appropriate.
• Complete work according to negotiated deadlines and priorities.

2. Client Services
• Oversight delivery of effective phone, email, and counter services.
• Make and document lawful decisions on cases in accordance with delegated powers and relevant legislation, or submission to other delegates.
• Ensure relevant cases are referred to the supervising officer in Berlin.
• Ensure input to reporting on caseload fraud.

3. Communication
• Assist the supervising SMO in Berlin with the preparation of reports and submissions on post related issues as required.
• Liaise with clients, Onshore Processing Centres and National Office on casework, legislative and policy issues, in consultation with SMO Berlin as appropriate.
• Reply to representations in an appropriate manner.
• Promote DIAC visa products and services.
• Ensure occupational health and safety issues in the workplace are regularly monitored and unsafe or improper work practices are appropriately reported.

4. Information Technology
• Ensure efficient use and maintenance of the IRIS system as System Administrator.
• Liaise with post administration on matters related to the mission's Local Area Network.
• Oversight website maintenance.

5. Other duties as required

3. SELECTION CRITERIA FOR POSITION OF VISA OFFICE MANAGER

• All applications should address the following selection criteria.
• Applications that do not specifically address the selection criteria and general requirements may not be considered.

General requirements
(i) For non-EU citizens a copy of a valid work permit/visa for long term employment in Italy is essential and must accompany the application. EU citizens must provide evidence of their citizenship.
(ii) Advanced knowledge of Word, Excel and Windows-based applications. Applicants being considered for the position may be required to undertake a test to demonstrate their capacity to use such software.
(iii) Tertiary qualifications desirable.
(iv) Knowledge of DIAC computer systems is desirable.

Selection criteria
When preparing your application, include text detailing suitability and examples of relevant work experience in response to each of the following selection criteria:

1. Demonstrated financial and human resource management skills.

2. Demonstrated ability and experience in liaising with senior officials to represent the Department and Australian interests.

3. A sound understanding of the Australian Government’s visa policies.

4. A demonstrated ability in making timely and accurate decisions in a changing environment.

5. A strong client service focus.

6. A demonstrated ability to use information technology efficiently and effectively.

7. Fluency in spoken and written English and Italian for use in a professional setting, including liaison with clients and stakeholders.

4. APPLICATION PROCEDURE

Written applications are to include the following:
i) A statement in English of no more than 1 double-sided A4 size page describing your ability to meet each of the above the selection criteria.
ii) Your curriculum vitae (CV) in English.
iii) Names and contact details of two recent referees, including your current supervisor.

Please submit your application by email by close of business Wednesday 16 July 2008 to Juliet Carnevale, Senior Migration Officer Berlin, at the following email address: juliet.carnevale@dfat.gov.au. Please note that late applications cannot be accepted.

5. TERMS AND CONDITIONS OF EMPLOYMENT

Some general employment information is as follows:

• The Visa Office Manager position will be filled on an eighteen month Locally Engaged Staff contract, beginning September 2008.
• The successful applicant will need to provide a police good conduct certificate or evidence of an Australian security clearance.
• The gross monthly salary for the position is EUR 3406.84. Employees receive fourteen months salary per year.
• Social Security and other mandatory contributions are deducted from the monthly salary. • Recreation leave entitlement 150 hours per year
• Standard weekly working hours: 37.50
• Employees are responsible for their own taxation arrangements.
• All relocation costs are at the expense of the successful candidate, including travel, personal effects and accommodation in Rome.