Corporate Services Assistant

View Vacancy - VNM - Corporate Services Assistant, A1 (L) 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. Job Category: Foreign and Commonwealth Office (Operations and Corporate Services) Job Subcategory: Corporate Services Support Job Description (Roles and Responsibilities) Main purpose of job: Corporate Services Team to support efficiently and effectively UK staff and their families when relocating to/from Hanoi and Ho Chi Minh city. Together with Corporate Services Team, the role will work on other corporate services’ administrative and logistic tasks to provide efficient support to all staff in the British Embassy in Hanoi and British Consulate General in Ho Chi Minh City. He/She will work under supervision of the HR Corporate Services Officer. Roles and responsibilities / what will the jobholder be expected to achieve?: Supporting UK staff and their families when relocating and helping them access, when needed, essential services (50%):

Moving: Assist in the relocation of UK based officers and their families by distributing information packs and answering straightforward queries about processes and essential services. Provide similar assistance to staff and families leaving Vietnam. .
Information: Working closely with HR Corporate Services Officer maintain accurate, up to date and informative information such as Post reports and Fact Sheets (detailing what life is like in Vietnam for staff thinking of joining), Post Welcome Pack and the Cost of Living Allowance returns; and school information.
Essential services. Assist UK based staff and families to join / access schools, hospitals, dentists including keeping and sharing information as facilities change and grow.
Monitor air-pollution indicators in both Hanoi and HCMC. Assist in air pollution communications and report using available resources; air-purifier/air monitor inventory and procurement for Hanoi & Ho Chi Minh

Human Resources (35%)

Assist in logistic arrangements for job interviews, facilitation of exam in recruitments, training activities, and internal events, HR filing system;
Update staff database, telephone list to incorporate in crisis plan
Assist in staff’s health and safety assessment, First Aid training, updating health & safety statement and training matrix;
Inform relevant government agencies i.e. Diplomatic Services Department in Hanoi, Services Company to Foreign Missions (FOSCO) in HCMC on local staff arrivals/departures and any changes for social insurance.
Update local staff social insurance data on Government system for both Hanoi and HCMC.

Finance (15%)

Provide support for Corporate Services team in: procurement process including requisitions, receipting and uploading invoices, setting up suppliers; corporate contracts with airlines
Act as back up CSO while on leave (coordinate urgent enquiries on HR and Finance if needed; Support Deputy Head of Mission in scheduling meetings and appointments; Coordinate induction plan for new staff; take meeting minute if required)
Assist other admin work when required.

Essential qualifications, skills and experience

Ability to produce clear and accurate work with attention to detail
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

Required competencies: Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service, Delivering at Pace Application deadline: 27 March 2020 Grade: A1 (L) Type of Position: Fixed Term Working hours per week: 35 Duration of Post: 12 months Region: Asia Pacific Country/Territory: Vietnam Location (City): Hanoi Type of Post: British Embassy Number of vacancies: 1 Starting monthly salary (VND): 19,845,609 Start Date: 4 May 2020 Other benefits and conditions of employment The British Embassy is committed to being a learning and development organisation and encourages all staff to pursue continued learning and development in the workplace. We offer a supportive and friendly working environment where staff work to the values of: integrity, honesty, objectivity and impartiality. Everyone is encouraged to take responsibility, be innovative and work together. The British Embassy offers a competitive remuneration package including salary, leave entitlement, flexible working patterns, medical package for staff and dependants, and opportunities for learning and development. Employment offers are subject to the successful clearance of pre-employment checks. Staff recruited locally by the British Embassy Hanoi is subject to Terms and Conditions of Service according to local employment law. Additional information All applications must be received before 23:55 on the day of the deadline indicated above. Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. We regret to advise that we will only be contacting short-listed candidates. Applicants called for an interview will be assessed on the core competencies listed above. The successful candidate should be able to start as soon as possible subject to successful clearance of pre-employment/security checks. Please be aware that you will only be able to apply to vacancies for Local Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it. APPLY