Administrative Assistant

Job Description

Announcement Number: HOCHIMINH-2021-23

Hiring Agency: Consulate Ho Chi Minh City

Position Title: Administrative Assistant - All Interested Applicants

Open Period: 09/20/2021 - 09/27/2021Format MM/DD/YYYY

Vacancy Time Zone: GMT+7

Series/Grade: LE - 0105 8

Salary: USD $16,364

Work Schedule:

Full-time - The work schedule for this position is: Full Time 40 hours per week, from Monday to Friday.

Promotion Potential: LE-8

Duty Location(s): 1 in Ho Chi Minh City, VM

Telework Eligible: No

For More Info:

HR Office 84-28-3520-4200 HoChiMinhCityHR@state.gov

Overview

Hiring Path: • Open to the public

Who May Apply/Clarification From the Agency: For USEFM - FP is 6. Actual FP salary determined by Washington D.C.

Open to: All Interested Applicants / All Sources.

Security Clearance Required: Public Trust - Background Investigation

Appointment Type: Temporary

Appointment Type Details: Definite not to Exceed 12 Months from Date of Hire

Marketing Statement:

We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:

The work schedule for this position is:

- Full Time (40 hours per week)

Start date: Candidate must be able to begin working within a reasonable period of time (90 days) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Supervisory Position: Yes

Relocation Expenses Reimbursed: No

Travel Required: Not Required

Duties

Under the daily supervision and the overall guidance of the Public Affairs Officer (PAO), the incumbent serves as Administrative Assistant with programmatic, fiscal, administrative and management functions in the Public Affairs Section (PAS) in Ho Chi Minh City and supervises one Admin Clerk. S/he provides program support by managing crucial internal and external relationships, and administering Post’s resources, including grants and exchanges, financial procurement and supply, and maintenance management. S/he serves as point of contact with Consulate and PAS Hanoi for both general State and PD-budgeted items and services, handles grant paperwork; develops and monitors budget to ensure that funds are in compliance with public diplomacy grant policies; and works in concert with local partners to arrange administrative and logistical details for exchange participants, speakers, and other DOS-funded visitors. S/he assists at public outreach events including concerts and seminars and work closely with the Admin Clerk to provides administrative support for the PAS, including EducationUSA.

Qualifications and Evaluations

Requirements:

EXPERIENCE: A minimum of three years’ experience of progressively responsible experience in a major organization in budget, accounting, business administration, financial management, organizational management, public administration, project management, or grants management work is required.

Education Requirements:

EDUCATION: A bachelor’s degree in Business Administration, Financial Management, Organizational Management, Accounting, Public Administration or local equivalent is required.

[please upload degree and/or transcript as verification of educational requirement]

Evaluations: This may be tested.

LANGUAGE:

Fluency Level Speaking/Reading/Writing of English is required.

Fluency Level Speaking/Reading/Writing of Vietnamese is required.

Please clarify level of your English and Vietnamese language skill on your application.

KNOWLEDGE:

The incumbent must possess extensive working knowledge of GVN protocol and procedures and a thorough understanding of the social mores in both the U.S. and Vietnam. In line with program responsibilities, the incumbent must also have comprehensive understanding of Vietnam’s education system, cultural institutions, libraries, etc.

SKILLS AND ABILITIES:

The incumbent must possess outstanding skills in office management, customer service, negotiation, multi-tasking, management of competing priorities, coordination of simultaneous activities, prioritization, and independent problem-solving. S/he must be able to anticipate problems (interpersonal, intercultural, and logistical) and resolve them effectively; and also possess excellent budget management and IT skills. The incumbent must produce work products that are timely, accurate and conducted in such a way that they reflect and increase the prestige of Consulate General.

EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

Qualifications:

All applicants under consideration will be required to pass medical and security certifications.

Benefits and Other Info

Benefits:

Agency Benefits:

Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Consulate General in Ho Chi Minh City, Vietnam may receive a compensation package that may include health, separation, and other benefits.

For EFMs, benefits should be discussed with the Human Resources Office.

The pay plan is assigned at the time of the conditional offer letter by the HR Office.

Other Information:

HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau. For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.) and for additional employment considerations, please visit the following link: https://careers.state.gov/downloads/files/definitions-for-va

HIRING PREFERENCE ORDER:

(1) AEFM / USEFM who is a preference-eligible U.S. Veteran*

(2) AEFM / USEFM

(3) FS on LWOP and CS with reemployment rights **

* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead.

How to Apply:

All candidates must be able to obtain and hold a Public Trust / Background Investigation clearance.

To apply for this position click the “Submit Application” button. For more information on how to apply visit the Mission internet site.

Required Documents:

In order to qualify based on education, you MUST submit the requested diploma and / or transcripts as verification of educational requirement by the closing date of this announcement. If you fail to provide requested information, or the information you submit is insufficient to verify your eligibility, you will not be considered for this position.

- Copy of Orders/Assignment Notification (or equivalent) (if applicable)

- Residency and/or Work Permit (if you are not Vietnamese citizen)

- A proof of citizenship

- Passport copy

- University degree

- DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)

- SF-50 (if applicable)

Next Steps:

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.

For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.

Thank you for your application and your interest in working at the U.S. Consulate General in Ho Chi Minh City.