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Vnm (Hanoi) - Executive Assistant to His
1 week ago
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.
Roles and responsibilities / what will the jobholder be expected to achieve?:
- 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 logístical 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.
- 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.
- Support delivery of wider team objectives
- Organise or contribute to the embassyorganised events and activities (King's Birthday Party, receptions, visit programmes, away days, conferences, etc.) as needed, e.g. by joining organising committees, providing additional logístical/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.
Resources managed (staff and expenditure):
- The jobholder is responsible for processing and monitoring various expenses relating to the Ambassador.
- The role line manages the Residence Manager and cosigning the Chef and the Housekeeper at the Ambassador's Residence.
- 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.
Language requirements:
Language:
English and Vietnamese
Level of language required:
Proficiency both written and spoken
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.
Required behaviours
- Seeing the Big Picture, Managing a Quality Service, Delivering at Pace, Communicating and Influencing Application deadline Application deadline day Application deadline month Application deadline year
- 8 September 2023
- Executive Officer (EO)
- Fulltime, Fixed term, with possibility of renewal
- 39.5
- Asia Pacific
- Vietnam
- Hanoi
- British Embassy
- 1
- VND
- VND
Start Date Start Date - day Start Date - month Start Date - year
- 1
Other benefits and conditions of employment
This position is being advertised as a full-time, fixed-term role with possibility of renewal in Hanoi.
Learning and development opportunities (and any specific training courses to be completed):
The Foreign, Commonwealth and Development Office is committed to developing its staff. There will be opportunities for formal training alongside collaborating with a wide range of colleagues delivering on-the-job learning.
- Working in a diplomatic mission
- International policy skills course
- UK Diplomatic Academy foundation learning
- Regional and Londonbased formal learning opportunities
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