Opportunities

                                             LES Position Description

   About The Department of Foreign Affairs and Trade (Amend for each agency)

   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 aid 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

The Corporate Service Manager position manages the provision of property services for the High Commission and staff residences and provides the full range of passport and consular services to Australian citizens visiting or living in the Kingdom of Tonga.  This position also manages the procurement and contract management of property related services, fleet of official vehicles and supervision of staff.  A key focus of the role is the coordination and interaction with internal and external partners and suppliers to ensure properties are functional and able to operate effectively.

Key responsibilities of the position include but are not limited to:

• Manage property portfolio of the Australian High Commission including office (chancery), official residence and owned residential properties.
• Supervision, performance management, training, and day-to-day task allocation of a small team responsible for corporate administration and official driving duties.
• In accordance with Australia’s Financial Management and Accountability Act, perform various financial processing and reporting duties including monitoring and managing the budget for procurement, management of property, maintenance and management of official vehicles.
• Day to day liaison with maintenance contractors, including fault reporting and facilitating and supervising access.
• Supervise and oversee the provision of consular, passport and notarial services to Australian citizens in Tonga in accordance with departmental guidelines including investigating and managing routine cases.

• Perform passport and notarial services, including processing passport applications, and conducting client interviews with Australian citizens in accordance with the Australian Passport Act.
• Develop and maintain relationships with internal and external stakeholders including a strong network of key contacts with the local authorities Tonga, other foreign missions, hospitals/airlines, and emergency organisations relating to support the provision of consular and passport services.
• Provide timely advice and reporting on consular and passport cases in weekly one on one meetings and monthly reporting.

                 Required Qualifications/Experience/Knowledge/Skills

• Experience in corporate services, team leadership, performance management and general administration is desirable.
• Demonstrated experience managing property through its life cycle, procurement, and maintenance is desirable.
• Critical thinking and analysis skills to help our team get the most from our property portfolio and maintain high levels of customer service.
• Demonstrated negotiation and influencing skills.
• Highly motivated and self sufficient
• Strong computer skills and the ability to pick up new systems easily is desirable.
• High level of communication and organisational skills.  Strong interpersonal skills and the ability to build productive working relationships.
• Demonstrated ability to prioritise, think strategically, apply judgement and innovation to achieve results.
• Sound knowledge or the ability to quickly acquire knowledge, of the Consular Services Charter and other relevant legislation, policies and procedures.
• Strong oral and written communication skills.