Corporate Services Assistant, AA (British Embassy)

Job Description

• Job Category: Foreign, Commonwealth and Development Office (Operations and Corporate Services)
• Job Subcategory: Corporate Services Support
• Type of Position: Full-time, Fixed term, with possibility of renewal
• Working hours per week: 39.5
• Region: Asia Pacific
• Country/Territory: Vietnam
• Salary: VND 279,816,000 (annual) / VND 23,318,000 (monthly)
• Start Date: 19 February 2024
• Deadline: 12/12/2023

Job Description (Roles and Responsibilities)

Main purpose of job:

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

1. Human Resource Support - 55%

• Manage local staff employment contracts (use templates to prepare new contracts, amendments and terminations) to ensure they are issued in good time.

• Manage local staff personal information including electronic or paper filing, work closely with Regional HR Hub on updating HR database on the system.

• Update staff database, staff movements, telephone list to incorporate in crisis plan.

• Labour registration with local government agencies in Hanoi and HCMC.

• Update the Organogram. Keep the Local Staff Charter up-to-date.

• Partner with HR Hub to support recruitment process for Hanoi Embassy and Ho Chi Minh Consulate General including arranging interview panels, arranging logistics for interviews, facilitate writing tests, etc.

• Provide support to the successful candidates to complete HR and security procedures, handle their HR enquiries or escalate to CSO HR or CSM where needed.

• Under the CSO HR direction, ensure the induction pack up-to-date, set up and monitor induction plans for newly recruited local staff and newly arrived UK based staff in coordination with the line managers.  Support staff to register Hera functions.

• Provide support and monitor local staff’s departure process. Make sure related data is well collected and recorded.

• Assist in logistic arrangements for training activities and internal events i.e. monthly all staff meeting, monthly celebration on staff’s birthdays, arrivals and departures.

2. Staff welfare, UK-Based staff & family support - 30%

• Prepare, monitor UK-Based officers’ arrival/departure check lists to ensure actions are taken in due course by appropriate officers. Send them information in advance i.e. Post Report, Welcome Pack, etc. Ensure officers and families receive necessary arrival packs and phones at the airport. Arrange necessary groceries at home upon their arrivals.

• Under CSO HR’s supervision, coordinate among teams to update information of Post Reports, Post Fact Sheet, Post Welcome Pack, Communication Liaison Officer homepage on Post’s Intranet/SharePoint site. Complete COLA returns accurately and timely; update annual education bidding; manage the approved schools list, panel doctors and dentists lists;

• Record of air-pollution data to assist in air pollution communications and report using available resources; inventory management and procurement of air purifiers and air monitors for Hanoi & Ho Chi Minh offices.

3. Other Corporate Services Support - 15%

• Provide support for Corporate Services team in procurement process including GPC/CCC payments, requisitions, receipting and uploading invoices, setting up suppliers;

• Back-up cashier when required.

• Participate and contribution to corporate activities i.e. Go-Green, Wellbeing.

• Assist other admin/logistic work when required.

Essential qualifications, skills and experience

• Proficient in English and Vietnamese
• Ability to produce clear and accurate work with attention to details
• Ability to work independently and use initiative to solve problems
• Can support colleagues when under pressure and able to contribute to cross-team working
• A flexible and proactive approach
• Excellent IT skills with a working knowledge of Microsoft Outlook, Word and Excel

Other benefits and conditions of employment 

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

Working patterns:

Other Information:

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

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.

How to apply

More info and application link: https://ow.ly/2hqR50QbPlU

All applications must be received before 23:55 (Local Vietnam Time) on the day of the deadline indicated above.

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

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”.

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