Job Title: Corporate Services Manager

Location: Berlin

Contract: Ongoing

Full-time: 37.5 hours per week

Classification: LE5

Salary:  58,376 EUR p/a

About the Department of Foreign Affairs and Trade (DFAT)

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 limited direction, the Corporate Services Manager is responsible for the provision of corporate enabling functions within the Embassy including financial, HR, IT and property services to the mission.  Leading a small team, the CSM has the key role of ensuring the effective, efficient and ethical delivery of corporate services. The position also provides high quality support and strategic advice on operational matters to post management and, delivers projects and other outcomes to progress the Embassy’s objectives as required.

The key responsibilities of the position include, but are not limited to:

• Manage the day-to-day corporate functions within the Embassy and provide high-level support and strategic advice to post management on corporate management functions.
• Supervise a small team, including allocating resources, setting priorities, monitoring workflow, managing performance and training and identifying learning and mentoring opportunities.
• Implement and review corporate policies and practices in conjunction with the management team.
• Develop and maintain post budgets and prepare regular reports and provide variance explanations and updates on expenditure to management at post or in Canberra as required.
• Provide a range of accounting services including journal processing, end of month and end of financial year closing, and ensure the integrity of the general ledger. Ensure the Embassy is compliant with relevant policies, procedures and legislation.
• Provide financial reporting information to other agencies located within the Embassy and assist with finance queries as required.
• Establish, develop and maintain strong working relationships with a range of key internal and external stakeholders, including financial institutions, local authorities and partner agencies, and represent the work area at relevant meetings.
• Manage VAT reimbursement processes for official embassy expenditure.
• Provision of financial management training as required.
• Manage the monthly LES and Head of Mission Domestic Staff payroll including managing the provisions of additional benefits offered to employees.
• Maintain knowledge of local employment terms and conditions, associated policies and local labour law requirements, and update and streamline internal processes as required.
• Liaise with London HR Hub during recruitment and selection processes and subsequent onboarding.
• Liaising with key internal stakeholders and partners, including acting as a first point of contact for the Regional Service Delivery Hub (RSDH) London and other relevant areas of DFAT, on human resources and finance matters.
• Manage third party supplier relationships to best meet the needs of post whilst complying with relevant policies and procedures.
• In consultation with the property team, have management oversight of the financial elements of property leases and maintenance across the Chancery and residences of diplomatic staff.
• Undertaking other duties as required
• Act for Counsellor (Management) in their absence.

Qualifications/Experience

• High-level leadership and management skills with a demonstrated ability to provide strategic advice and achieve results.
• Relevant accountancy, HR, IT and property experience in a small to medium sized organisation.
• Previous experience in the use of financial management systems is essential along with an excellent working knowledge of MS Office in particular Excel, including the ability to prepare and maintain reports. Previous experience with SAP would be an advantage.
• Ability to understand and apply labour legislation, regulations and guidelines as related to the operations of the personnel services area within an Embassy
• Demonstrated ability to manage resources, work independently and prioritise and organise workloads to meet deadlines.
• Fluency in written and spoken English and German is essential along with an ability to communicate effectively orally and in writing.
• Ability to get things done with procedural and ethical guidelines.
• Strong interpersonal skills and the ability to establish and maintain effective stakeholder relationships.

Selection Criteria

You will be required to address the selection criteria below in your application. You must include succinct, high-level and relevant examples that support your claims against the role.  Please allow a maximum of 250 words per criteria.

A. Demonstrated ability to manage a large budget, provide relevant financial and budgetary reports to senior management, and ensure compliance in line with relevant legislation and internal financial policy guidelines

B. The ability to understand the local labour law, regulations and best practice in order provide high level strategic advice related to the personnel services, which includes management of the outsourced payroll provisions.

C. Demonstrated proven decision-making skills and balancing of competing priorities, with the ability to exercise discretion and good judgement in applying legislation and policies, providing high-level support and strategic advice. 

D. Highly developed communication and interpersonal skills with a proven ability to influence internal and external stakeholders to achieve organisational objectives

E. High level of proficiency in the use of financial accounting systems (knowledge of SAP is desirable) and Microsoft Office suite, including advanced level MS Excel skills.  Ability to generate appropriate reports, interrogate data and provide analysis. 

F. Demonstrable leadership skills, including experience setting the management agenda, providing clear strategic direction and promoting staff engagement and motivation whilst driving team performance.