VACANCY NOTICE: Administration Officer, Chennai Consulate
POSITION: Administration Officer
CLOSING DATE: Friday, 20 February 2015, 12 noon
WORK HOURS: Full-time; 37.5 hours Monday to Friday
STARTING SALARY: circa Rs. 45,000 – Rs. 55,000
Australian Consulate General, Chennai, is seeking applications for the position of Administration Officer.
The job description for the position and the selection criteria that the Interviewing Committee will use to assess applicants’ suitability for the positions, are enclosed. Applicants must address each of the selection criteria. Applications that do not specifically address the selection criteria will not be considered.
Employment is offered subject to the successful completion of pre-employment Police and medical checks. Engagement will also be subject to the satisfactory completion of a probationary period of six (6) months.
The salary package includes annual leave, medical and accident insurance, Diwali bonus and provident fund provisions.
Applications should be submitted to the Australian Consulate General, 9th Floor EA Chambers, 49/50L Whites Road, Chennai 600 014 or [email protected] by 12 noon on Friday 20 February 2015. Interviews will be held on Tuesday, 24th February 2015. Late applications will not be accepted and only candidates selected for interview will be contacted.
JOB DESCRIPTION
PROPERTY MANAGEMENT (50%)
1. Under direction of the Human Resources/Administration Manager and Senior Administration Officer, provide high level support in the provision of property management services. This includes the following range of tasks:
- Implement the furniture and fittings program in accordance with the recommendations of the Property Committee.
- Managing the computerised inventory (Household and furniture) for all A-based residences and Chancery
- Assist with ad hoc office/residential furniture purchases.
- Implementing and overseeing the repairs and maintenance program for all A-based residences and Chancery.
- Arrange LPG, water, phone, internet and other utility connections where required.
- Prepare invoices for payment and submit to Accounts for processing in accordance with Departmental procurement guidelines.
- Preparation of all relevant property documentation required for incoming Australian-based officers on arrival or handover by outgoing Australian-based officers.
- Manage minor maintenance contracts for the property portfolio
- In consultation with SAO, prepare the annual Workplace Health and Safety (WHS) audit and ensure that rental properties and the Chancery are all compliant.
- Liaise with chancery building management, in consultation with SAO to maintain cleanliness, hygiene and adhere to WHS standards throughout the premises.
- Manage the Consulate & residences’ internet, satellite and cable television connections
- Manage the internet, satellite and cable television connections for the Consulate and the residences.
- Manage auction/ sealed bid disposal processes and ensure they comply with Departmental guidelines.
- Other property related duties as required.
- Act as alternate Cashier (as required), in the absence of the Cashier/ other accounts staff.
INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) (50%)
2. Under direction of the Senior Administration Officer and Post Systems Administrator, provide high level IT support services as follows:
- Carry out network and system administrative duties.
- Provide technical and applications support to network users.
- Installation, configuration and maintenance of all network printers, scanner of the Consulate
- Coordinating with Canberra for New Purchases, Incident reporting.
- Develop contacts with external suppliers and service organisations relevant to the position.
- IT Asset management and other administrative tasks as required.
- Regular check on racks, warning and error lights on all devices in server rooms.
- Provide support to communication devices including Blackberry/ IPhone/ IPads IPads in consultation with Canberra
- Provide technical assistance to the Public Diplomacy Manager to maintain the Consulate’s website, social media and other online presence.
- Provide technical support/ IT set-up or other assistance to the Public Diplomacy team; Consular crisis team; during visits and other key events hosted by the Consulate.
- Help create user id and assign roles and resources for new staff on the Departmental systems in consultation with Senior Administrative Officer.
- Arrange minor IT purchases locally, such as mobile phones, dongles, pen drives etc
- Liaise with Canberra and regional technical officers in the resolution of software and hardware problems, as required.
- Complete all online training modules recommended for Local Area Network Administrator (LANA)
SELECTION CRITERIA
All applicants must make their claims, with reference to the above duties, against the following selection criteria:
Qualifications/ Experience
Education: Graduate degree and relevant tertiary qualifications.
Experience: Prior experience of 3-5 years in property and/or IT or other relevant experience which clearly demonstrates the ability to meet the selection criteria.
Knowledge/ Skills:
1. Strong administrative, organisational and interpersonal skills, including demonstrated ability in property and contract management.
2. Proven knowledge of information and communication technology, including application packages and knowledge of theory and practice of Local Area Networking, internetworking and communications.
3. Proven ability to work independently and also as part of a team. Demonstrating flexibility in the work environment, including accepting and/or sharing tasks.
4. Well-developed problem solving skills with a focus on complex property and technical issues.
5. Ability to manage workloads and priorities within tight deadlines and meet operational targets.
6. Good oral and written communication skills in English and Tamil.
7. Experience in using social media network tools (Facebook, twitter) would be an advantage.
8. Relevant tertiary qualifications – graduate degree with technical certification IT desirable.
Please note: Applicants shortlisted for interview will undertake a short computer-based test in English to demonstrate their claims.