Receptionist/Client Service Officer - Australian Embassy - Lebanon

Locally Engaged Staff Job Vacancy
USD 1,349 per month

The Embassy is seeking a skilled and energetic person to join it consular and administrative team in the position of Receptionist/Client Service Officer.

The Duty Statement and Selection Criteria for the position appear below.

Employment at the Embassy is subject to acceptance of the Embassy’s standard terms and conditions of employment of Locally Engaged Staff, and successful completion of security vetting and other requirements.

Embassy employees must demonstrate exemplary standards of integrity and professionalism at all times, as set out in the Embassy’s Code of Conduct for Locally Engaged staff.

Applications should include:
- A statement addressing the Selection Criteria for the position;
- A current CV; and
- Names and contact details for two recent work referees.

Please ensure that your statement addressing the Selection Criteria does not exceed two (2) pages. When addressing the Selection Criteria it is important to relate your skills, knowledge and experience to the duty statement. Include concrete examples against each selection criteria.

Please note that suitability for these positions will be judged against the Selection Criteria and that applications that fail to address the Selection Criteria and/or fail to include referee details will not be considered.

Please email applications to:recruitmentaustralianembassy@gmail.com

Applications must be received by 10 December 2012. Late applications will not be considered.

The Embassy website (www.lebanon.embassy.gov.au) a wide range of information about the Embassy’s activities and services. Australian Government objectives, under which the Embassy operates, can be found on the Department of Foreign Affairs and Trade website (www.dfat.gov.au).


SELECTION CRITERIA
- Qualifications and/or experience in a similar role, including demonstrated client service skills and the ability to deal with a wide range of clients.
- Highly developed communication skills, including fluency in both oral and written English and Arabic.
- Highly developed organisational skills, and the ability to take initiative, respond to challenges and set priorities to meet deadlines. Ability to learn new tasks quickly.
- Ability to work effectively as part of a team and build effective working relationships.
- A strong understanding of ethical work practices and a commitment to information privacy, confidentiality and security principles.


DUTY STATEMENT
RECEPTION
- Manage telephone and counter enquiries in the DFAT public area, in Arabic and English, in an efficient and professional manner.
- Provide general information to clients and re-direct calls to appropriate sections of the Embassy.
- Administer the telephone message system, ensuring the correct messages are in place and that systems designed to facilitate callers' requirements are operating effectively.
- Under direction of the Consul, operate and manage the PABX system and provide guidance to staff on the operation of the PABX, its message system and voice mail.
- Maintain up-to-date Embassy and staff contact details in the department’s electronic directories and contact lists.
- Maintain current information materials for clients in the DFAT public area.
- Ensure that the DFAT public area remains tidy.

PASSPORTS/CONSULAR
- Assist with the delivery of consular services including reviewing and updating databases, distributing information to clients and answering routine enquiries.
- Assist with registration of Australian citizens on the on-line Register.
- Provide information to clients on the passports application process in accordance with instructions set out in Passports policy manuals and guidelines.
- Assist with routine checking of passport applications, processing and scanning applications, and collection of passports by clients.
- Perform quality assurance reviews on completed passport applications, prior to submission to the Authorising Officers.
- In the absence of the Consular Assistant (PN10395) deliver consular services to Australian citizens.

ADMINISTRATION
- Provide administrative and clerical support for the passports and consular area as directed by the Consul.
- Receive and distribute incoming and outgoing mail.
- Liaise with Embassy suppliers, including ordering and reconciliation of supplies (egg drinking water).
- Manage and maintain the Embassy’s settling-in kit supplies.
- Maintain inventories of furniture and fittings in the Chancery and staff residences.
- Assist Accounts section with the Embassy’s telephone billing system
- Assist with other administrative duties as required by the Consul or Senior Administrative Officer.
- Other duties as directed.

TRAINING
Specialised training is required for some passport and consular duties. Attendance at training courses outside Lebanon may be required.