Passports and Administration Officer

The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Rome.

**About the Australian Government’s Department of Foreign Affairs and Trade**

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**

Under the supervision of the Consular Manager, the Passports and Administration Officer is responsible for delivering a range of passport, consular and notarial services to Australian citizens travelling or living in Italy, Albania, San Marino and Libya.

As part of a small team working in a busy office, the Passports and Administration Officer will also be called upon to undertake a diverse range of tasks in support of embassy priorities, including event and VIP visit support.

**The key responsibilities include but are not limited to**:

- Provide routine consular assistance to Australian citizens in accordance with the Consular Services Charter.
- Provide a range of notarial acts and services to clients in accordance with legislative requirements and departmental guidelines, including witnessing signatures and certifying documents.
- Prepare routine reporting and correspondence on consular and passport matters, ensuring records are accurately entered into DFAT databases and filing systems.
- Assist with delivering Australian Embassy events, including outside standard working hours.
- Assist with organising and supporting ministerial and other high-level Australian visits to Italy.
- Undertake other administrative duties as directed, including backfilling locally engaged colleagues during periods of leave, and occasionally driving an official vehicle when needed.

**Qualifications/Experience**
- Demonstrated ability to build productive relationships with key stakeholders.
- Excellent interpersonal skills, customer service skills and the ability to communicate with influence.
- Written and spoken fluency in both Italian and English.
- Self-motivation, ability to prioritise and manage time effectively.
- Demonstrated capacity to exercise discretion, solve problems and make sound decisions.
- Valid Italian driver’s license, with a proven safe driving record.
- General IT skills for an office environment.
- Willingness to undertake a diverse range of tasks and work in a small team under limited supervision.

**Selection Criteria**

In your written statements, you must include relevant high-level examples from your experience that support your claims against the role. The word limit is strictly 250 words per response. The panel will not assess responses which exceed the word limit.

B. Strong planning and organisational skills and the ability to manage multiple tasks and priorities in a high volume, client-focused environment.

C. Excellent customer service skills and the ability to exercise good judgement and discretion when managing sensitive information.

D. Strong communication skills in English and Italian, with the ability to communicate empathically and clearly with people from diverse backgrounds both verbally and in writing.

E. Ability to build relationships and work effectively with other team members in a busy and demanding environment by demonstrating flexibility and initiative.

We are looking for strong administrators with fluency in English and Italian to join our Consular and Passports team at the Australian Embassy in Rome.