NEW ZEALAND Embassy BANGKOK TE AKA AORERE Vacancy: Consular Adviser/Team Administrator (1 Position) The New Zealand Embassy, Bangkok, is looking for an exceptional person to be our Consular Adviser/Team Administrator. As part of a small, high performing team, you will support the management of New Zealand citizen consular cases in Cambodia, Lao PDR, and Thailand and the delivery of notarial services in Thailand. You will also provide administration functions to the Post to ensure the smooth and efficient operation of the Embassy. The person we seek will have practical experience in Embassy consular work, New Zealand Government or the NGO sector, working directly with people requiring assistance as well as experience in an administration support role to a team. You will be able to work independently without requiring close supervision and will demonstrate sound judgement and an understanding of New Zealand Government services. You will also be able to work harmoniously and effectively in a small team environment. The ability to maintain a calm, patient and empathetic demeanor, even in demanding or stressful situations is key to success in the position. A tertiary qualification would be an advantage. High-levels of spoken and written English and Thai are essential. Applications including a cover letter, CV including three referees and copies of relevant documents should be sent in a sealed envelope to the Administration Manager, New Zealand Embassy, 14th Floor, M Thai Tower, All Seasons Place, 87 Wireless Road, Bangkok 10330 by Wednesday 22nd November 2017 at 4pm. Only shortlisted candidates will be contacted. Consular Adviser Team Admin - Nov 20177 Page 1 of 6
POSITION DESCRIPTION Position Title Consular Adviser/Team Administrator Reports To First Secretary and Consul Annual Salary THB 577,332 THB 781,097 (including 13th month payment) Applicants should expect to be appointed at the lower end of the scale. Post Bangkok Date Created/Updated November 2017 About the Ministry The Ministry of Foreign Affairs and Trade (the Ministry) acts in the world to make New Zealanders safer and more prosperous. Our purpose is to create the international conditions and connections for New Zealand and New Zealanders to thrive. Our work: Kaitiakitanga delivers solutions to global challenges, for the benefit of present and future generations; Leadership amplifies New Zealand s influence and standing in the world; Prosperity delivers improved prosperity for New Zealand and our region; Stability delivers security and resilience to our country, our people, and our region. Our values are professionalism, leadership, respect, collaboration and innovation. About the Embassy The Embassy represents the New Zealand Government to the highest standards of professional excellence in diplomacy, trade negotiations, international development and consular services. This is done by building connections with the host country that enables the New Zealand Government to achieve more than they could alone. Consular Adviser Team Admin - Nov 20177 Page 2 of 6
The Embassy takes a distinctively New Zealand approach, reflecting New Zealand s diversity and heritage. Our values are professionalism, leadership, respect, collaboration and innovation. About the Position The Consular Adviser / Team Administrator is responsible for providing advice and assistance to distressed New Zealanders in Thailand and in countries of accreditation, and for providing administration to help ensure the efficient and smooth running of the office. Key Accountabilities The following key accountabilities of this role assist in delivering the Ministry s purpose. The position has the following key accountabilities: Consular Understand the complexity and nuances of the local environment in order to develop solutions for New Zealand citizens requiring consular assistance. Provide consular advice and services to New Zealand citizens in countries to which the Embassy is accredited. Work with private service providers and government insitutions, such as hospitals and prisons, to ensure New Zealand citizens have access to appropriate advice and services, and to ensure that they are treated fairly and equitably. Keep Consular Division informed of consular cases. Maintain effective working relationships with the Ministry s external service providers and Consular Division to facilitate a collaborative and joined up approach to the overall management of consular cases. Ensure the iconz consular database is kept up to date by regularly entering details of consular cases, including the completion of the monthly statistical log. Maintain up to date information on English speaking lawyers, hospitals and funeral directors for consular clients. Assist the Head of Mission, Consul, and other seconded staff in emergency response situations requiring consular input. Actively promote safetravel registrations and the Safetravel website and use this network to communicate with New Zealand citizens in emergency situations or potential emergency situations. Liaise and maintain contact with other missions, government and non government agencies in Thailand, and countries of accreditation. Provide Notarial Services Manage the submission of passport and citizenship applications on behalf of the Department of Internal Affairs. Provide advice and assist with the issuance of Emergency Travel Documents (ETDs), as instructed by the Department of Internal Affairs. Provide advice on the Embassy s role in marriage registration in Thailand, Cambodia and Laos. Provide advice on accessing New Zealand Government services. Consular Adviser Team Admin - Nov 20177 Page 3 of 6
Manage the university exams invigilation process. Completion of consular statistical returns. Effectively and accurately manage the collection, receipt and reconciliation of notarial fees. Reception Area and Telephone System Manage the physical public interface of the Embassy, including answering nonconsular enquiries, ensuring the public reception area reflects appropriately on the Embassy, and managing the registration of non-consular visitors to the Embassy. Provide efficient telephone answering service for clients and callers, including calls for co-located New Zealand Agencies Receipt of messages for staff who are out of the office Manage the Embassy s After Hours message system Monitor the telephone switchboard and reporting any technical faults to the service provider Manage approved access to the Embassy s main office from Reception Receive all envelopes and material delivered to reception Arrange courier despatch of material, as required Support the production of official invitations to NewZealand Embassy hosted functions Coordinate the collection of Embassy cheques and other miscellaneous documents by suppliers. Administration Support Update the Embassy s website and intranet site as required. Undertake general administration, as required. Organisational Responsibilities Ensure all Ministry policies and procedures are adhered to. Contribute to Embassy-wide projects and emergency response situations. Health and Safety The Ministry is committed to providing a safe and healthy working environment for all staff, including contractors and other workers, both on and offshore. Consular Adviser Team Admin - Nov 20177 Page 4 of 6
You are responsible for: taking reasonable care of your own and other s health and safety and being mindful of the effect of your actions (or lack of action) on the health and safety of others complying with reasonable Ministry instructions to ensure the Ministry is able to comply with the Health and Safety at Work Act 2015 cooperating with health and safety policies and procedures identifying and reporting hazards, injuries, illness and incidents (including near misses) that arise from your work or in the workplace identifying and eliminating or mitigating health and safety risks so far as reasonably practicable and consulting with others in doing so raising health and safety matters with your manager or health and safety representative (or contact as appropriate) ensuring that all health and safety incidents, injuries, near misses are immediately reported through the HR Kiosk ensuring that significant hazards and risks or critical incidents are drawn to the immediate attention of your Manager. Knowledge Management Contribute to the continuous development of the Embassy s knowledge base by using the Embassy s internal systems, sharing information and data with relevant internal stakeholders. Security Be familiar with the security instructions and adhere to these at all times. Qualifications, Experience, Knowledge & Skills You must have the following qualifications, skills and experience: A relevant tertiary qualification and / or previous work experience in a relevant industry Excellent written and oral communication skills in both English and Thai. Experience in managing sensitive material with a high degree of tact and integrity, and working with a wide range of people across cultural and social boundaries Sound knowledge of local governmental and administrative systems, customs and practices, trends and issues and cultural, political and social environments Demonstrated ability to build and maintain effective relationships and work effectively in a team environment Highly competent in the Microsoft Office suite Well developed planning and organisational skills, including ability to prioritise tasks effectively and work under pressure Strong customer focus, with the ability to communicate effectively with a range of people Possess a strong achievement/delivery focus sets high standards including accuracy and attention to detail Ability to work autonomously and within guidelines, demonstrating the use of sound judgement Consular Adviser Team Admin - Nov 20177 Page 5 of 6
Demonstrated commitment to continuous improvement, including adaptability and openness to change Ability to anticipate issues and problems and think of creative solutions Displays personal integrity and an honest and ethical approach Relationships The position is required to build and maintain the following relationships: Internal (within Embassy) Head of Mission Other diplomatic staff Administration Manager Consular Adviser External (outside Embassy) Local Foreign Ministry New Zealand government agencies Consular staff in other key diplomatic missions Local police, government authorities, ambulance and medical services, funeral directors Mandatory Role Requirements Ability to obtain and maintain appropriate security clearances. The job holder is expected to perform such other duties as can reasonably be regarded as incidental to the position description and such other duties reasonably within their experience and capabilities as may be from time to time. The position requires the job holder to carry out on-call duties Consular Adviser Team Admin - Nov 20177 Page 6 of 6