Trợ Lý Corporate Services

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.
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 identity, 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.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
HR
Main purpose of role: The position will work closely with the HR Corporate Services Officer (CSO HR) to support smooth human resource operation in Vietnam Network and to enhance the well-being of all staff at the UK diplomatic missions in Hanoi and Ho Chi Minh City. Additionally, the role will provide flexible wide range of administrative, logistical support to Corporate Services Section and other support required by the Embassy.

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

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, telephone list to incorporate in crisis plan.
  • Labour registration with local government agencies in Hanoi and HCMC.
  • Update social insurance data on local government system in Hanoi and HCMC.
  • Update the Organogram and Who We Are booklet. 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.
  • 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.
  • 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.
  • Coordinate for LSA meetings.
 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.
  • 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.
  • Assist in staff’s health and safety assessment, First Aid training, updating health & safety statement and training matrix;
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 Green Team’s activities.
  • Assist other admin/logistic work when required.
Essential on arrival:
  • 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
Language requirements:

Language: English and Vietnamese

Level of language required: Proficient

Required competencies

Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service, Delivering at Pace
26 July 2021
A1 (L)
Full-time, Fixed term, with possibility of renewal
39.5 hours gross
Asia Pacific
Vietnam
Hanoi
British Embassy
VND 20,818,044 per month
30 August 2021
Learning and development opportunities (and any specific training courses to be completed): 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. We are looking for a candidate who can preferably start ASAP 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. All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit. Any costs related to obtaining or renewing permits and visas are the responsibility of the successful applicant. Employees who are liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.  This position is being advertised as a 12 months fixed-term position in Hanoi, and will be extended subject to performance and availability of funding.  Disabled and ethnic minority applicants will be invited to interviews if meeting the minimum requirement of the job.

Working patterns:

Office hours from 8.30 am – 16.45 pm Monday to Thursday and 8.30 am to 15.00 pm Friday. Flexible working hours are also offered upon individual need and business operation requirement.

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.

Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core competencies listed above. Unsuccessful candidates will be notified via the system in due time.

Indicated start date is provisional and subject to successful completion of reference and security checks.

To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.

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

> APPLY HERE

DEADLINE 26 July 2021

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