Office Management Assistant

Duties

Incumbent of this position will serve as the Executive Assistant to the Counselor for Management Affairs.  S/he will be under the general supervision of the Counselor (M/C) for Management Affairs, functions as office manager in ensuring that a variety of management support functions are carried out on behalf of the entire Management Section.   The incumbent will advise the M/C on common administrative policy decisions and procedures within the Embassy’s Management Sections, coordinate the activities of all Management sections as directed by the M/C, provide instructions and assigned tasks as directed by the M/C, liaise with other Embassy offices, other diplomatic Missions, and Socialist Republic of Vietnam (SRV) government offices on behalf of the M/C.

Qualifications and Evaluations

Requirements:

EXPERIENCE:  Minimum three years of related administrative assistant experience, supporting high level executives is required.

JOB KNOWLEDGE:

Must have knowledge of general business practices in Vietnam.

Education Requirements:

A Bachelor’s degree in Business administration, Management, English, communications, International Studies, History, or Sociology is required.

Evaluations:

LANGUAGE: 

Level 4 (Fluent) Speaking/Reading/Writing English is required. (This will be tested.)

Level 4 (Fluent) Speaking/Reading/Writing Vietnamese is required.

SKILLS AND ABILITIES: 

Must have:

    • Accurate typing skills.

 

    • Ability to use Microsoft Office suite, including Word, Excel, Power Point, Outlook.

 

  • Ability to use the internet for researching various topics.

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. Mission in 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.

HIRING PREFERENCE ORDER:

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

 

    1. AEFM / USEFM

 

    1. 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 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.

How to Apply

How to Apply:

All candidates must be able to obtain and hold a Local security or Public trust clearance.

To apply for this position click the “Submit Application” button at : https://erajobs.state.gov/dos-era/vacancy/viewVacancyDetail.hms?_ref=m0l0nednpt0&returnToSearch=true&jnum=13748&orgId=114

Note: The Embassy Human Resources Office is unable to acknowledge the receipt of your documents due to the high volume of applications received. If you do not receive a notification email from ERA within four weeks of the vacancy announcement’s closing day, it is likely that you did not qualify for the position or did not submit a complete package.

Required Documents:

Please provide the required documentation listed below with your application

    • Copy of Orders/Assignment Notification (or equivalent if you are AEFM / USEFM)

 

    • Vietnamese ID

 

    • Residency and/or Work Permit (If you are not Vietnamese Citizen)

 

    • 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. Embassy in Hanoi.

Candidates have to confirm having received the recruitment information through the recruiting channel NGO Recruitment in the application letter for this position

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