Office Manager, Immigration Section, Australian High Commission, Kuala Lumpur

The Immigration Section of the Australian High Commission in Kuala Lumpur, Malaysia, is seeking expressions of interest from suitably qualified persons to fill the position of Office Manager/ BB4.

This role assists the Principal Migration Officer Operations (PMO Ops) to manage the day to day administration of the office and lead the Corporate /Administrative Unit of the Immigration Section of Kuala Lumpur Post.

The occupant has responsibility for a range of tasks including revenue receipting, responding to the visa enquiries email inbox, managing and responding to Electronic Travel authority (ETA) enquiries, and supervision of other staff in the Corporate / Administrative Unit.

The occupant is expected to effectively manage priorities, be a key linkage point across the office, deliver program targets and foster team cohesion in the context of a busy office environment.

Note that candidates appointed to this position may be subject to rotation to other BB4 Team Leader roles, depending on operational needs.

The monthly salary for this position is between MYR7106 and MYR10132 which is the Broadband 4 salary scale. The vacancy is a full time ongoing position. Locally engaged terms and conditions of service apply.

The position will work to the Principal Migration Officer (Operations). Job description, core capabilities and selection criteria for the position are attached.

Applications must include:

• A statement of claims addressing each of the selection criteria (NB: the statement of claims should be no longer than 2 pages);
• A current CV;
• Names and contact details of two recent work referees, including current supervisor.

Applications close on 29 January 2014, applications should be marked ‘Immigration Section Vacancy’ and lodged via email to [email protected].

All enquiries should be directed to Simon Duke, Principal Migration Officer, Operations, Kuala Lumpur (email: [email protected], ph +60 3 2146 5554).
 

POSITION ROLES AND RESPONSIBILITIES

This role assists the Principal Migration Officer Operations (PMO Ops) to manage the day to day administration of the office and lead the Corporate /Administrative Unit of the Immigration Section of Kula Lumpur Post. The occupant has responsibility for a range of tasks including revenue receipting, responding to the visa enquiries email inbox, managing and responding to Electronic Travel authority (ETA) enquiries, and supervision of other staff in the Corporate / Administrative Unit. The occupant is expected to effectively manage priorities, be a key linkage point across the office, deliver program targets and foster team cohesion in the context of a busy office environment. Note that candidates appointed to this position may be subject to rotation to other BB4 Team Leader roles, depending on operational needs.

Specific responsibilities:

1. Managing the efficient and effective delivery of finance and budget programs, including:

• Regular and ad hoc financial reporting, including Revenue Receipting function.
• Assist with preparation of the annual budget and ongoing budget management.
• Preparation and maintenance of requests for purchases, expenditure and refunds.
• Liaise with High Commission Accounts Section on journal corrections.

2. Managing staff to achieve office and departmental objectives, including:

• Promoting a commitment to workplace diversity principles and participative, safe and healthy work practices.
• Supervising and monitoring staff performance, including undertaking staff performance appraisals.
• Provide on the job training and mentoring for staff.
• Participate in leadership meetings, including with Corporate Unit and other Team Leaders.

3. Manage a broad variety of office administration tasks, including:

• Compliance with archival, disposal and asset management provisions.
• Maintenance and update of IRIS system.
• Manage the responses to the visa enquiries email inbox.
• Management and resolution of ETA enquiries received from the public and travel agents.
• Assist staff in obtaining access to DFAT and DIBP systems.
• Maintain leave records for office and ensure flex sheets are completed.
• Oversight general office, computer and telephone maintenance.
• Facilitate A-based arrangements for arrival, stay and departure.
• Compilation of phone and counter rosters, and co-ordinate staffing of counter.

 

CORE CAPABILITIES

The Core Capabilities for the Corporate / Administrative Unit Team Leader in the Immigration Section are outlined below.

1. Demonstrates professional or technical proficiency

• Good knowledge of, and demonstrated experience in preparing and managing budgets, financial and accounting records systems, purchasing and procurement procedures and asset management.
• Broad knowledge of Australian government policies and programs, and the role and functions of the department.
• Ability to interpret and apply legislation, policy and financial instruction and exercise sound judgment. Well developed research and analytical skills.

2. Achieves Results

• Well developed work management and organisational skills, including the ability to manage personal work, to effectively assign and monitor others’ work, and to deliver workplace goals within deadlines.
• Demonstrated ability to provide high quality, accurate output in a high-volume workload, provide effective client service, apply ethical work practices and demonstrate integrity in all aspects of work

3. Supports Productive Working relationships

• Proven ability to deal sensitively and tactfully with others.
• Demonstrated leadership qualities including encouragement of continuous improvement, integrity and client service focus in achieving team goals.
• Well developed skills in working in a team environment, including the ability to develop productive working relationships and to build team cohesion.

4. Communicates with Influence

• Well developed oral and written communication skills in English, including good report-writing skills.
• Demonstrated skills in communicating with people from diverse backgrounds and cultures.
• High level negotiation and conflict resolution skills, including demonstrated skills in managing key stakeholder relations.

5. Displays personal drive and integrity.

• Initiative, flexibility, resourcefulness and the willingness and energy to promote and lead continuous improvement in the workplace.

 

SELECTION CRITERIA

1. Provide an example where you have prepared and managed a budget, noting the issues that arose and how you resolved those issues.
2. Provide an example where you have either dealt sensitively and tactfully with others, or developed a productive working relationship to assist in meeting organisational priorities.
3. Provide an example where you have coordinated the activities of a team to meet a number of competing priorities to deliver corporate goals.
4. Provide an example where you have shown initiative in the workplace. How did your initiative benefit the workplace?