Human Resources Assistant — Sydney

Position Grade: LE-8 (Starting salary A$66,192 p.a.)

Duties and Responsibilities

Basic Function of the Position

The Human Resources Assistant provides an extensive range of HR services for U.S direct-hire (USDH) and locally engaged staff at the Consulate. Those services include but are not limited to recruitment of locally engaged staff (LES), eligible family members (EFMs) and official residence employees (ORE) for the Consul General. The HR Assistant provides limited advice to the USDH staff — for example, during arrival and departure of new officers — and to LES on regulations and policies related to local employment benefits, performance management, etc. The incumbent administers the Medical Program, Occupational Health & Safety (OH&S) Program and incentive Awards Program. The HR Assistant is also responsible for completing several reports, such as the annual compilation of the Health & Medical Report, Survey of Sydney-area Schools and Education Allowance Questionnaire among others.

The HR Assistant must have excellent customer service skills, a genuine interest in people and the ability to coordinate well with others. While Management Officer in Sydney is the supervisor for this position, the Assistant will also need to take advice and guidance from the Regional Human Resources Office (RHRO) in Canberra and the Regional Medical Office (RMO) in Singapore and work on occasion with the Australian Department of Foreign Affairs and Trade (DFAT).

Major Duties and Responsibilities

1. HUMAN RESOURCES FUNCTION (80%)

• (A) LES Recruitment Campaigns

The HR Assistant is responsible for recruiting all locally engaged staff for all sections and agencies at the Consulate, including for example U.S. Commercial Services, the Public Affairs Section, Transportation Security Administration, U.S. Secret Service, etc. Based on information received from employing section or agency, the HR Assistant reviews the position description, prepares the vacancy announcement (VA) text and then distributes throughout the U.S. Mission and local community by placing the VA with appropriate media outlets — newspapers, newsletters, targeted circulars, online, etc.

The HR Assistant receives and reviews application forms; designs interview questions and applicable tests in consultation with line management (e.g. typing tests, writing and work samples, etc.); checks references, develops proposed rank order of applicants for review by supervisor; and, when necessary, coordinates with the Post Employment Committee (PEC) in Canberra on the hiring of a preference candidate. The incumbent provides technical guidance on selection procedures and — once a candidate is selected — drafts interview report as required and prepares offer package. The HR Assistant prepares a letter of authorization for medical examination and ensures the completed medical report is received from the physician.

The HR Assistant is responsible for the new-hire orientation program and advises new LES employees of regulations concerning their employment and benefits as indicated below and ensures all employment forms are completed by employee in a timely manner.

• (B) Medical and OH&S Services

The HR Assistant administers post’s Medical Program, researches local counseling, dental and specialist medical services as requested by supervisors, edits and prepares the Medical Handbook in coordination with RMO. The incumbent also manages all LES pre-employment and home-leave and departure medical check-up requirements for USDH staff and advises American Officer’s and families on a range of medical entitlements, health-related problems, hospitalization procedures and medical clearances. The Assistant is also responsible for sending cables requesting fiscal data to cover medical procedures, examinations and medical evacuation (medevac) cases. The Assistant also establishes and maintains post’s First Aid program, including provision of training, updating of intranet site, supplies coordination, and response documentation.

• (C) Employee Benefits and Training Responsibilities

The Assistant is expected to provide first-line advice to supervisors and employees in relation to local labor laws as they pertain to the areas below and to consult with RHRO on any regulatory issues that are especially complex.

• Employee Orientation — Briefs new employees on full range of benefits including probationary period, eligibility for within-grade-increases and promotions, evaluation reports, annual/sick leave accrual, holidays, superannuation, tax obligations, leave loading, worker’s compensation, time and attendance, and arranges for security briefing with post security officer.
• Training — Undertakes research into local training options across a wide range of competencies, including management, IT, health/OH&S, and English language. Establishes and maintains records of training undertaken by all post personnel; Consults with LES to review Training Feedback summaries following completion of training.
• Leave, Superannuation, Taxation, Employee Conduct, Discipline Program, Grievances, Reduction—in—Force Plan
• Separation of Employees — Upon receipt of an employee’s resignation/retirement notice, ensures the necessary paperwork (including the check-out package) is completed and processed in a timely manner.


• (D) Official Residence Employees

The incumbent is responsible for assistance with Official Residence Employee recruitment and hiring in coordination with the Consul General in Sydney. Ensures Official Residence Employees receive approved salary increases. Ensures workers compensation cover is maintained. Prepares all contracts and paperwork relating to ORE staff visas and documents requires by DFAT.

• (E) American and EFM Employment Program

The HR Assistant is responsible for the timely completion of all required (US and Australian) arrival/departure processes such as:

• determination of Welcome Pack contents and their dispatch to officers;
• arrangements for nomination of a sponsor, including preparation of relevant sponsor guidelines;
• drafting of all cables to report arrivals, home leave and departures;
• communication with DFAT to advise on staff movements and facilitate issuing of consular cards; and the request and processing of Home-Leave, tour extensions, and visas for government training.

The Assistant serves as the local contact point on various Department of State (DOS) drives and programs such as Thrift Savings Plan (TSP) and the Federal Employees Health Benefits (FEHB), including the processing of queries, resources, and completed forms. Provides advice and assistance across a broad range of benefit programs, including annual/sick/ home leave balances, savings/allotments, insurance, retirement, direct deposits, and education.

• (F) Special Projects

Undertakes independent research and makes proposals to the Management Officer, supervisors, and the RHRO in connection with various HR reporting and/or policy requirements raised by post management.

• (G) General HR Duties

Position Descriptions — For all serviced agencies (State, USCS, PA, TSA) the incumbent assists Consulate employees and their supervisors, as requested, in the editing and updating of position descriptions. Final copies processed and reviewed for transfer to RHRO.

LES Work Plans & Evaluations — Ensures supervisors complete the evaluations and work plans in a timely manner, reviews completed forms for consistency, completeness, and compliance with regulations.

Files — Maintains all personnel files for Consulate Sydney and undertakes a large volume of document transfer with RHRO. Distributes to the Consulate community any relevant telegrams and information.

2. CLO & ADMINISTRATIVE DUTIES (20%)

Performs a wide range of duties involving independent negotiation and external liaison, research, and project management responsibilities including, but not limited to:

• Community Liaison

Acts as CLO at the Consulate providing a wide range of information to American Officer’s and their families, particularly as this pertains to schooling, entertainment, employment, and local services.

• Report Compilation

Medical Handbook, Hotel/M&IE Allowances, Schools Survey, Education Allowance Questionnaire, Selection/Recruitment, DFAT (Consulate Staff/Titles), and overseeing of Surveyor for Retail Price Survey.

• Drive Coordinator

Is the local coordinator for campaigns and drives (eg: U.S. Savings Bonds, Combined Federal Campaign, TSP Open Season).

• Records Maintenance

Ensures the timely and accurate updating of Address & Telephone contact lists, Duty Rosters, Duty Bag Management Binder inserts and Hotel Tariff listings (Sydney & QLD).

• Post Time & Attendance Coordinator

Coordinates all State, PA, Consular and USCS timekeeper activities and serves as ADMIN timekeeper. Collects and collates attendance data and formulates final T&A report for submission to FSC Bangkok and FSC Charleston. Incumbent verifies accuracy of earnings statements, and advises Bangkok and Charleston of adjustments/corrections as necessary.

• Relief Reception

Coordinates the rostering of relief staff and their training to ensure adequate staffing of post Reception. Serves as one of several alternate receptionists for the Consulate, when principal receptionists are on leave, directing visitors to the proper sections and/or persons and handling all incoming calls and distribution of incoming mail.

• DFAT & Diplomatic Liaison

Maintains contact with DFAT through diplomatic notes to ensure correct registration of newly arrived and departing officers, visa extension, and the communication of staff movements. Also prepares dip notes for US personnel traveling internationally for TDY.

3. OTHER DUTIES AS REQUIRED

The Assistant may also be called upon to perform other duties as required by the Management Officer, including occasional support of VIP and other high-level visitors and officials.

Selection Criteria

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

1. Bachelor’s degree in Business Administration, Human Resources, Communication, Liberal Arts or Humanities is required.
2. Five years’ progressively responsible experience in human resources, personnel management and administration (or a combination thereof) is required.
3. Level 4 (fluent) Speaking/Reading English is required. This will be tested.
4. Knowledge of human resources regulations and local practices as they pertain to hiring, OH&S, evaluations/performance counseling, training, employee benefits, and supervisory responsibilities is required. This will be tested.
5. Competency with Microsoft office suite and a typing speed of 40 wpm is required. This will be tested.
6. Ability to exercise tact and good judgment in dealing with all personnel and sensitive personnel matters and absolute discretion with respect to personnel and medical records and related issues is required.

Note: All ordinarily resident applicants must be residing in country and have the required work and/or residency permits to be eligible for consideration.

The deadline for applications is 25 July 2008

The U.S. Mission in Australia provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

U.S. Mission Australia maintains a drug-free work environment.

Last update: Tuesday, 15 July 2008 GMT+1000