Executive Assistant to His Majesty’s Ambassador (The British Embassy in Vietnam)

Job Summary

Application deadline: 8 September 2023
Grade: Executive Officer (EO)
Type of Position: Full-time, Fixed term, with possibility of renewal
Working hours per week: 39.5
Region: Asia Pacific
Country/Territory: Vietnam
Location (City): Hanoi
Type of Post: British Embassy
Number of vacancies: 1
Salary Currency: VND
Salary: VND 36,350,886 (monthly)
Start Date: 1 November 2023

Main purpose of job

To provide first class support to His Majesty’s Ambassador (HMA) and Deputy Head of Mission (DHM) when the Ambassador is absent, to include: leading on diary and contact management, event coordination, visit planning, liaison with the Vietnamese Government, Ministries, other diplomatic missions and UK government departments. Additionally, to take on standalone projects and policy work as appropriate.

The relationship between the UK and Vietnam is growing under our Strategic Partnership as we celebrate 50 years of diplomatic relations, deepening across key areas including trade, education, and sustainability. Your role will support HMA and DHM and the Vietnam Network to ensure delivery of these ambitions. The Executive Assistant to the Ambassador is role at the heart of the Embassy. The successful candidate will be resilient, resourceful and proactive. He/she should be able to juggle competing priorities and always project a professional image of the Embassy to stakeholders. The successful candidate will need to demonstrate sound judgement, be a good team worker and communicate effectively.

The British Embassy and UK in Vietnam network is a responsible and flexible employer that puts values of inclusion, respect and excellence at the heart of everything we do. The successful candidate can expect to join a supportive working environtment that promotes staff welfare and prioritises learning and development.

Roles and responsibilities / what will the jobholder be expected to achieve?

Provide support to HMA across all aspects of his work, with a particular focus on administrative support and outer office functions.

Help HMA to manage his time efficiently, incl. by effective and proactive diary management, helping with prioritising/deconflicting calls on his time, anticipating/arranging associated briefing or logistical requirements, reminding him of important tasks/deadlines, etc.;
Organise events, meetings and appointments, book and arrange travel, process receipts and claims;
Act as the initial point of contact for internal and external stakeholders on behalf of HMA, projecting a positive and professional image, and ensuring a timely and accurate flow of relevant information both ways;
Maintain good situational awareness of HMA and team activities and priorities and use that to help them get the best out of each other;
Provide DHM with similar support when HMA is on leave/ not in country.

Provide an effective connection between HMA and colleagues across the UK in Vietnam Network.

Collaborate effectively with colleagues across the UK Embassy in Hanoi and Consulate General in Ho Chi Minh City about HMA’s activity, in support of UK government objectives;
Support colleagues across the Network to develop expertise and excellence in their work with HMA; and to bring creative thinking and improved processes to deliver.

Support delivery of wider team objectives

Organise or contribute to the embassy-organised events and activities (King’s Birthday Party, receptions, visit programmes, away days, conferences, etc.) as needed, e.g. by joining organising committees, providing additional logistical/admin support, managing guest lists/invitations/RSVPs;
Participate regularly in All Staff meetings, learning and development, and other activities designed to build and develop the team;
Oversee effective running of HMA’s Residence, ensuring the Residence Manager and team provide excellent support to HMA and Embassy activities;
Provide cover or support to colleagues under pressure or to assist with team absences, as needed.

Resources managed (staff and expenditure):

The jobholder is responsible for processing and monitoring various expenses relating to the Ambassador.
The role line manages the Residence Manager and co-signing the Chef and the Housekeeper at the Ambassador’s Residence.

Essential qualifications, skills and experience

Good interpersonal skills and able to work in a Team (team player);
Experience in engaging with and influencing customers and stakeholders at senior levels;
Excellent organisational skills, strong communication and teamwork.

Desirable qualifications, skills and experience

Experience as a personal assistant/executive assistant;
Experience of working in an international environment;
Some experience of/connection to the UK;
Understanding of Vietnamese politics and society.

Language requirements

Language: English and Vietnamese
Level of language required: Proficiency both written and spoken

Required behaviours

Seeing the Big Picture, Managing a Quality Service, Delivering at Pace, Communicating and Influencing

Other benefits and conditions of employment

This position is being advertised as a full-time, fixed-term role with possibility of renewal in Hanoi.

Learning and development opportunities (and any specific training courses to be completed):

The Foreign, Commonwealth and Development Office is committed to developing its staff. There will be opportunities for formal training alongside collaborating with a wide range of colleagues delivering on-the-job learning.

Working in a diplomatic mission
International policy skills course
UK Diplomatic Academy foundation learning
Regional and London-based formal learning opportunities
Employment offers are subject to successful clearance of pre-employment and security checks. Staff who are locally recruited by the British Embassy are subject to Terms and Conditions of Service according to local employment law.

No accommodation or relocation expenses are payable in connection with this position. Visa sponsorship may be possible for non-Vietnamese nationals if meet local requirements.

Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.

Disabled and ethnic minority applicants will be invited to interviews if meeting the minimum requirement of the job.

Working patterns:

If the job is suitable for flexible working patterns, please provide details: The jobholder will be expected to work full-time in the Embassy office though some flexibility can be agreed with HMA on timings and expectations.

Additional information

All applications must be received before 23:55 (Local Vietnam Time) on 8 September 2023.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.

Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate”.