正文
The key responsibilities of the position include,but are not limited to:
·Establish annual budget bid, property budgetbid, prepare monthly forecasts and monitor office expenditures, Providehigh-level strategic advice and analysis including solutions to the CMO ofpotential budgetary issues and cost saving plans.
·Monitor all procurement and paymentprocedures to ensure all financial procedures comply with the PublicGovernance, Performance and Accountability Act 2013 and relevant departmentallegislations and guidelines. Thisincludes: supervision and involvement in preparing spending proposals,reviewing quotations, negotiation of major contracts and assessing andmonitoring the service providers’ performance, conducting regular audits andetc.
· Prepare high-level performance andstatistical reports and analysis to assist the management team to set strategicdirection and long-term plans for the office.
·Oversee and regularly audit counter revenuereconciliation, provide professional expertise, high level advice and workablesolutions to front office manager, team leaders and sub-collectors with regardto daily revenue collection, receipting and reconciliation.
·Liaise with DFAT, office building managementand A-based residential owners in relation to complex and sensitive propertyissues. Coordinate and manage the office lease, maintenance, refurbishment andrelocation which includes search for vendors, liaise with law firm and projectmanager, schedule and manage the office move etc.
·Oversee the management of assets procurement,refresh and disposal, repair and maintenance, loss and damage, undertake annualstocktakes. Regularly monitor/ assess at a high level the office securitymeasures such as duress alarms, security and emergency doors. Oversee themanagement of office electrical appliance, furniture, equipment and otherassets in the office, to ensureeverything are properly maintained and meets Work Health and Safety Standards.
· Provide strategic advice to the CMO on theadequate staffing levels for the office and prepare the LEE forecast andreports. Oversee the potential staffing issues, and develop strategic plans andsolutions where necessary. Coordinate with LE staff recruitment process,undertake selection exercise and manage staff’s entry and exit procedures.
·Organise whole office staff meeting, functionand annual team building. Assist CMO in developing, coaching and motivatingemployees. Identify staff training needs. Manage LE staff personnel informationand records. Maintain the office structure chart, the master list of staffdelegations and position numbers, reporting line list and etc.
· Develop and provide financial andadministrative training to relevant staff and team leaders to ensure bestpractice in the office procedures and financial process meeting departmentalfinancial guidelines and audit requirements.
· Coordinate with team leaders/A-based managersto identify training needs; oversee training arrangements and ensure trainingreports and records are maintained properly.
· Ensure maintenance of IT equipment in theoffice, including assisting A-based officer to maintain and upgrade the server,intranet and system; ensure good management of cables, server boxes and dataports in the server rooms and staff area; ensure all PCs, printers, copiers andscanners are properly maintained.
· Maintain good records management to ensureboth electronic and paper files are accessible and in good order; managelimited access to sensitive and confidential information.
· Assist the CMO and the DFAT SAO withimplementing security measures to ensure Post Security Instructions arefollowed.
·Actively contribute to the development of theBusiness Continuity Plan (BCP) including coordinating relevant trainingexercises and lessons learnt etc. Regularly review the BCP including cross referencing with the Guangzhou“buddy post” BCP, and advise the CMO if any changes are required.
· Provide strategic direction to the VisaService and Admin teams, including developing business plans, strategies andimproving methodologies. Monitor workflow and outcome. Ensure the teams meethigh level service standard. Conduct PDA discussions with team members, makeassessment and rating on each team member’s performance and address to relevantperformance issues.
· Effective liaison with Service Delivery Partner. Oversee the process of visa application registration and receipting.Ensure the assessment of super green applications for Australian visas inaccordance with Australian legislative and policy framework. Ensure theadministrative services meet per-set services standard.
Qualifications/Experience
