Admin/Support Manager

Description

Job Summary As the Support Manager for the Honorary Consul Office of Cyprus, the role involves holding a mid-management level position responsible for overseeing and coordinating administrative operations and support services. The Support Manager will lead a team of administrative officers who will provide essential support to the Consular officers and ensure the efficient functioning of the office. This position is critical in maintaining a high level of service to visa applicants, Cypriot nationals, and other stakeholders, while working closely with the administrative officers to deliver exceptional support and consular services. What you will bring: 1. Team Management: Lead and manage a team of administrative officers, providing guidance, training, and performance feedback to ensure the team's effectiveness and productivity. 2. Visa Application Coordination: Oversee the visa application process, ensuring timely and accurate handling of visa applications, document verification, and submission to the Diplomatic Mission (or Consulate) of Cyprus. 3. Office Administration: Ensure smooth office operations by coordinating administrative tasks such as managing correspondence, record-keeping, and organizing files related to visa applications and consular services. 4. Appointment Scheduling: Supervise the appointment scheduling system for visa applicants, ensuring efficient and customer-friendly processes for setting up appointments. 5. Financial Management: Manage the collection of non-refundable visa fees from applicants and maintain proper documentation and accounting of the collected fees. 6. Visa Status Updates: Oversee the communication with visa applicants, providing updates on their application status, addressing inquiries, and ensuring excellent customer service. 7. Liaison with Authorities: Collaborate with relevant authorities, both in Cyprus and the country of residence, to facilitate a smooth visa application and processing procedure. 8. Quality Assurance: Implement quality control measures to ensure the accuracy and compliance of visa applications and consular services with relevant regulations and guidelines. 9. Translation Assistance: Coordinate translation support for documents, when required, to facilitate visa application processes. 10. Consular Support: Provide support to Consular officers in various consular activities, including document legalization, passport renewals, and assistance to Cypriot nationals in the host country. 11. Record Keeping and Reporting: Maintain comprehensive and up-to-date records of visa applications, consular services, and administrative tasks. Prepare regular reports for management review. 12. Public Relations: Represent the Honorary Consul Office in a professional and diplomatic manner, fostering positive relationships with visa applicants, local authorities, and other stakeholders. 13. Process Improvement: Identify opportunities for process improvements and operational efficiency, implementing best practices and innovative solutions to enhance service delivery. What you bring: - Bachelor's degree in Business Administration, International Relations, or a related field is preferred. - Proven experience in a mid-management role within a consular office, embassy, or international organization. - Strong leadership and team management skills, with the ability to motivate and mentor staff. - In-depth knowledge of visa application processes and consular services. - Excellent communication skills, both verbal and written, in English and the local language. - Exceptional organizational and multitasking abilities to handle various responsibilities effectively. - Proficiency in MS Office Suite (Word, Excel, and PowerPoint) and general computer skills. - Strong attention to detail and commitment to maintaining confidentiality. - Diplomatic and customer-oriented approach when dealing with visa applicants and stakeholders.

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