Vnm (Hanoi) - Corporate Services Assistant, Aa
3 weeks ago
Job Description (Roles and Responsibilities) 1
The British Embassy Hanoi is a diplomatic mission of around 70 staff, delivering a dynamic and rapidly expanding programme of activity in support of the UK’s objectives including on prosperity, trade, security, open societies, consular services and law enforcement. The Embassy is a modern, diverse and inclusive employer.
**Main purpose of job**:
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, logístical support to Corporate Services Section and other support required by the Embassy.
**Roles and responsibilities / what will the jobholder be expected to achieve**:
**1. 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, staff movements, telephone list to incorporate in crisis plan.
- Labour registration with local government agencies in Hanoi and HCMC.
- Update the Organogram. 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, etc.
- 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. Support staff to register Hera functions.
- Provide support and monitor local staff’s departure process. Make sure related data is well collected and recorded.
- 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.
**2. 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.
- Under CSO HR’s supervision, 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.
**3. 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 corporate activities i.e. Go-Green, Wellbeing.
- Assist other admin/logistic work when required.
Essential qualifications, skills and experience 1
- Proficient in English and Vietnamese
- 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
- Required behaviours 1- Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together Application deadline 1
- 12 December 2024
Grade 1
- Administrative Assistant (AA)
Type of Position 1
- Full-time, Fixed term, with possibility of renewal
Working hours per week 1
- 39.5
Region 1
- Asia Pacific
Country/Territory 1
- Vietnam
Location (City) 1
- Hanoi
Type of Post 1
- British Embassy
Number of vacancies 1
- 1
Salary Currency 1
- VND
Salary 1
- VND 279,816,000 (annual) / VND 23,318,000 (monthly)
Start Date 1
- 19 February 2024
Other benefits and conditions of employment 1
**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:
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