Job Description

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

Please be advised that the Australian Embassy, Berlin does not assist with relocation. Any costs associated with taking up the position would be the responsibility of the successful candidate.

About the Department of Foreign Affairs & 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 role

Under general direction, the Corporate Services and Passports Officer provides financial processing services to agencies at the Australian Embassy in Berlin. The position is part of a team that provides practical support to clients on all Finance matters. The position is also responsible for providing passports services to Australian citizens living and travelling in Germany.

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

Process the electronic payment of invoices, salaries, and other payments through the embassy’s banking systems. Ensure there is sufficient money in the Embassy’s bank account prior to authorising requests for withdrawals. Maintain and process all DFAT Representation allowances, advances, and acquittals. Prepare, calculate and process all invoices and issue debit advice notes as required. Manage and reconcile corporate credit cards. Process petrol tax refunds for all official and private officer fuel purchases. Liaise with MFA/Customs for monthly refunds. Prepare and submit the Embassy’s quarterly VAT returns in Germany. Meet and provide Head Arrangement service obligations for other Australian Government agencies co-located at the embassy. Advise and assist staff with setting up local bank accounts, seeking reimbursements, completing travel acquittals, submitting personal VAT refund claims and medical, ancillary and pharmaceutical claims. Manage the reporting of utilities usage for all post properties in SAP. Assist with providing passport services to Australian citizens including client interviews, processing applications, escalating complex applications, processing financial transactions, providing advice and managing casework under the general supervision of the Consular and Passports Manager. Provide a range of notarial acts and services to clients in accordance with strict legislative requirements and departmental guidelines, including witnessing signatures and certifying documents. Provide backup for the Personnel Officer in processing of the monthly payroll which includes the calculation of salaries and social security contributions.

Qualifications/Experience

Proficiency in spoken and written English and German. Demonstrated experience in finance, payroll, administration and/or client service roles. Strong organisational skills, attention to detail and the ability to work under pressure and manage priorities with limited supervision. Strong interpersonal skills and the ability to build productive working relationships. Demonstrated ability to provide accurate and timely research, with a demonstrated ability to set priorities, show initiative, exercise sound judgement, meet tight deadlines and achieve results. Proficiency and experience with Microsoft Office programs, including Word and Excel. Proficiency and experience in computer accounting software such as SAP. Ability to interpret the guidelines, policies and legislation governing the provision of Australian passport and notarial services.

Selection Criteria

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Please ensure you provide a response to each of the listed selection criteria below. In your response, 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 to each selection criteria. The panel may not assess incomplete applications or responses which exceed the word limit.




A. Excellent administrative and organisational skills, demonstrated initiative and ability to manage multiple tasks to completion.


B. Proficiency with numbers and figures, analytical acumen and experience working with financial management information system such as SAP.


C. Ability to exercise good judgement and provide practical and tailored advice and solutions in accordance with relevant policies and legislation.


D. Well-developed communication skills in both English and German, with the ability to communicate effectively both orally and in writing in both of these languages.


E. Experience in building and sustaining effective relationships with clients and team members and actively participate in teamwork and group activities.




The Human Resources Section based in the Australian High Commission, London is responsible for managing all recruitment processes across the European region. To apply, please use the 'Apply' button below. Please direct any other queries to recruitment.london@dfat.gov.au.


We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values.


We are looking for a Corporate Services and Passports Officer to join the Australian Embassy, Berlin.