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Vnm (Hcmc) - Corporate Services Assistant, Aa

4 months ago

Ho Chi Minh City, Vietnam Foreign & Commonwealth Office Full time

Job Description (Roles and Responsibilities) 1

**Main purpose of job**:
The position will work closely with the Deputy Corporate Services Manager in British Consulate General Ho Chi Minh City (DCSM) to support smooth day-to-day corporate services operation in British Consulate General HCMC (BCG HCMC) in areas of health and safety and staff welfare, human resource, protocol, and other associated administrative tasks. 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?**:
**_ Health and Safety and Staff Welfare Support 25%_**
- Assist DCSM in health and safety assessments in BCG HCMC (ie fire safety, fire wardens, manual handling, etc.)
- Assist DCSM in arrangement of first aid trainings and fire awareness trainings in HCMC.
- Update health and safety statement and training matrix for BCG HCMC
- Update staff welfare information in corkboards.
- Collaborate with Corporate Services team in Hanoi to deliver staff vaccination/health check-up schemes for BCG HCMC staff.

**_ Human Resource Support 20%_**
- Support the Corporate Services Assistant Hanoi to print off HCMC local staff employment contracts and get them signed in due course.
- Collaborate with Corporate Services Assistant Hanoi to register and update labour resources with Fosco with required documents and information.
- Collaborate with Corporate Services Assistant Hanoi to support in logístical arrangements of the recruitment process for BCG HCMC.
- Assist in logístical arrangements for in-house events i.e. all staff meetings, monthly celebration on staff’s birthdays, arrivals and departures.

**_ Protocol Support 12%_**
- Arrange airport passes for BCG officers and visitors when required.

**_ Other Corporate Services Support 43%_**
- Collaborate with Corporate Services Assistant Hanoi to arrange groceries at home for new UK-based officers.
- Arrange notes verbales and VAT claims to submit to External Relations Office in HCMC.
- Support in paperwork to clear official goods sent by post, courier.
- Support in sending diplomatic bags to the UK.
- Provide support for Corporate Services team in procurement process including corporate credit card 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/logístical work when required.

Essential qualifications, skills and experience 1
- Good command of Word, Excel.

**Language requirements**:
Language: English, and Vietnamese

Level of language required: Good command in spoken and written English/Vietnamese
- Required behaviours 1- Changing and Improving, Managing a Quality Service, Delivering at Pace, Working Together Application deadline 1
- 5 December 2023

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
- Ho Chi Minh City

Type of Post 1
- British Consulate General

Number of vacancies 1
- 1

Salary Currency 1
- VND

Salary 1
- VND 23,318,000

Start Date 1
- 24 January 2024

Other benefits and conditions of employment 1

**_This vacancy is advertised as a full-time, fixed term role of 12 months to be based in Ho Chi Minh City._**

**Learning and development opportunities (and any specific training courses to be completed)**:
We encourage all staff to develop their capabilities, through both formal training courses and informal opportunities such as job-shadowing, coaching and on-the-job training. All staff are encouraged to share their skills and experience with colleagues, through informal training sessions or coaching/mentoring. We have an active L&D committee who organise a varied programme of learning for all staff.

All staff are eligible for 5 Learning and Development days a year.

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 London-based formal learning opportunities

**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.**

Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.

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

**Working patterns**:
Full time - 39 hours per week with one hour lun