View Vacancy – VNM – Corporate Services Assistant, A1(L)

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