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 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?

1. 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.

2. 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.

3.    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.

• 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  

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

• 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.

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

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.

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.

Please check the application centre regularly for any update on your application.

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