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Job Advertisement: Position of Consular and Administrative Assistant

 

 

Consular and Administrative Assistant

Embassy of Ireland, Beijing

Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.

 

The Embassy of Ireland wishes to recruit a Consular and Administrative Assistant on a fixed-term contractual basis. 

Role:

The Consular and Administrative Assistant at the Embassy, under the guidance and oversight of a member of the Embassy posted staff and the Operations Manager, is tasked chiefly with assisting in the provision of consular assistance, and consular and passport services to Irish citizens living in China; and with a range of administrative tasks associated with the running of the Embassy.  The Consular and Administrative Assistant will deliver these services in person, by telephone and by electronic communication to Irish citizens and customers of the Embassy. The role will include, but is not limited to, the following duties:

  • Providing consular assistance, and consular, notarial and passport services to Irish citizens in the People’s Republic China (excluding the geographical areas of consular responsibility assigned to the Consulates General of Ireland in Shanghai and Hong Kong); 
  • Providing clear and accurate advice to Irish citizens requiring consular assistance and passport services, in person, on the phone and by e-mail;
  • Providing support by arranging and where necessary accompanying posted diplomatic staff on consular visits, including to prisons, detention centres and hospitals, and in that context providing Chinese language translation where required;
  • Engaging with both Irish and Chinese government departments, including local police, the Public Security Bureau and Ministry of Justice, and in that context providing Chinese language translation where required;
  • Providing administrative support and assisting the Consul and Head of Administration and Operations Manager on an ongoing basis, including in administrative and financial tasks related to the running of the Embassy and its interaction with external partners; 
  • Other support to the work of the Embassy, including cover for other local staff positions, where required, or preparation and participation in Embassy receptions and other events;
  • Such other duties as may be required.

Prospective candidates should note that the role may involve dealing with difficult cases including those involving deaths, detentions, rape and sexual assault, and mental health issues.

Essential requirements candidates must be able to demonstrate:

  • At least 3-5 years relevant professional experience, including at least 1 years’ experience working with an International Organisation or Embassy or in the area of public affairs;
  • Fluency in Mandarin and a good command of English; (language test may be included as part of the shortlisting process);
  • Excellent interpersonal and communication skills, including a demonstrated capacity to deal with persons in crisis;
  • Strong organisational skills and proven abilities to work effectively as part of a team;
  • Computer literacy and information management skills;
  • The successful candidate must have a legal entitlement to live and work in Chinaprior to recruitment.

Desirable Requirements:

  • Proven experience of interaction with Chinese official departments, agencies and other authorities;
  • Proven experience of working in or interacting with a diplomatic mission in China;
  • Experience of providing consular and administrative support services.

Terms and conditions of employment:

  • The successful candidate will be hired on a fixed-term contractual basis and will be based at the Embassy of Ireland in Beijing. The contract will include a 3-month probation period.
  • The salary scale for the position starts at 130,102 RMB per annum, with an incremental salary scale rising over time and subject to performance.  The salary for the position will be paid through the Diplomatic Service Bureau on a monthly basis.  Salaries are paid direct to a bank account, therefore the successful candidate must have a bank account.
  • The position will have an annual leave allowance of 20 days per annum, exclusive of public holidays, adjusted pro rata.

How to apply:

Applications must be in English and should consist of:

  • A CV (maximum 2 pages) setting out your relevant qualifications and experience,
  • A personal statement in English (maximum 500 words) clearly detailing how you meet the requirements of the role,
  • The names and contact details of 2 referees* who can testify to your character and experience/qualifications.

Applicants may apply by e-mail (in Microsoft Word or PDF) with the following subject line –
Consular and Administrative Assistant – Job Application”
to:  beijing@dfa.ie

By submitting information electronically, applicants accept that data may not be fully secure.

Applicants may alternatively send their submissions by post clearly marked
“Consular and Administrative Assistant – Job Application”
to: - 3 Ritan Dong Lu, Beijing 100600

All applications should arrive before 5pm (Beijing time)on Friday 7 January 2022.

 

Failure to use the correct subject line may result in the application missing the deadline and therefore being deemed inadmissable.

The Embassy will not be responsible for delays to the postal system.

Late applications will not be accepted and no correspondence will be entered into
on this point.

Selection Process:

  • Only applications received (in the manner set out above) on or before the deadline will be considered;
  • The Embassy will acknowledge all applications within 3 working days of receipt;
  • Depending on the number of applications received, a short-listing of candidates may be undertaken based on the Essential/Key Requirements above;
  • Successfully shortlisted applicants will then be invited to interview by video conference before the end of January 2022. Candidates will be provided with necessary details throughout the process.
  • The Embassy will only contact referees if a candidate has been shortlisted for interview. At this point, the candidate will be deemed to have given their consent to contact the nominated referees.

General Data Protection Regulation (GDPR):

All personal information received will be kept in line with GDPR guidelines.

Security Clearance for Local Staff:

Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.

 

Please note that canvassing will disqualify applicants.

The Embassy of Ireland, Beijing is committed to a policy of
equal opportunity.