Administrative Assistant-Development- Canada Embassy

31/05/2019

1. JOB DESCRIPTION
Employment: Term for 6 months
Salary: VND 26,771,906 per month (non- negotiable)
Hours of Work: 37.5 hours/week
Monday to Thursday - hours of work are from 8:00 am to 17:00 pm 
Friday – hours of work are from 8:00 am to 13:30 pm
Issuance Date: May 22nd, 2019 
Closing Date: June 02nd, 2019 
Open to:
• All employees of the Embassy of Canada to Vietnam and the Consulate General of Canada in Ho Chi Minh City. 
• Individuals who are eligible to work in Vietnam.
All applicants must:
• Clearly demonstrate on their application that they meet all of the mandatory and rated qualifications stated below. Failure to do so will result in your application being rejected.
• Submit resumes with cover letter, stating his/her interest and suitability, by the closing date. Note that applications received after the closing date will be disqualified.
• Submit via VietnamWorks.
• Write “For the Emergency Administrative Assistant position” in the subject line of the email.
• Please note that applications received may also be considered for other potential temporary/full time positions of similar work, which may become available in the next 12 months. 
2. SUMMARY 
The Administrative Assistant will report to the Head of Development Cooperation, and provide: administrative support to Development Section team; support local contracting and financial administration processes; and carry out other related duties as required.
DUTIES
A. Administrative support to Development Section:
1. Maintaining the agenda of the program manager, and coordinating the schedules of the team members; 
2. Carrying out logistical and administrative arrangements for conferences, workshops, meetings, receptions, and other related events; 
3. Carrying out air flight, vehicle, hotel and other logistical arrangements for team members and official visitors; 
4. Drafting correspondence, including diplomatic notes for travel visas, and other;
5. Maintaining information databases and electronic and paper filing systems; 
6. Facilitating preparation of information packages and briefing books; 
7. Maintaining office supplies, including ordering and inventory tracking;
8. Facilitating smooth functioning of office, including follow-up on any computer network, telephone, printer, or office maintenance issues with the appropriate sections at the Embassy;
9. Providing translation and interpretation services as required;
10. Greeting visitors to the Embassy, escorting them to and from their meeting rooms and assisting with refreshments as required.
B. Local contracting and financial administration:
1. Under the supervision of the program manager, administering the operations budget, in accordance with applicable Government of Canada laws, regulations and policies; 
2. Working closely and collaboratively with the Embassy accounting section on financial and contractual issues;
3. Preparing quarterly reports on advances, hospitality budget, warehoused items, other;
4. Assisting team members with preparation of travel requests, fund advances, and expense claims;
5. Reviewing team member expense claims for accuracy and completeness, and ensuring proper accounts coding; 
6. Ensuring payment of invoices;
7. Maintaining of financial and contractual documents and records.
C. Other related duties: 
Perform other duties as required to support the Development Section, the Mission, and the Government of Canada.
Read full Job Descriptions

3. JOB REQUIREMENTS
* Essential qualifications: 
Education:
• University or technical degree from a recognized institution in administration, business, or related.
Language:
• Excellent proficiency in English (reading, writing and speaking);
• Native fluency in Vietnamese (reading, writing and speaking).
Experience: 
• Experience in providing administrative support to a program manager and team members;
• Experience in budget administration and records management;
• Experience with computer use, including Windows, Microsoft Outlook, Word and Excel, internet.
Knowledge:
• Knowledge of Vietnamese government structure, ministries and agencies; 
• Knowledge of general office procedures and practices;
Ability/Competencies:
• Negotiation skills;
• Time and task management skills;
• Effective English communication skills (reading, writing and speaking);
• Ability to work collaboratively and independently; 
• Ability to carry out online searches and to compile information/reports; 
• Ability to edit and format documents;
• Familiarity with use of social media, such as Facebook, Twitter, LinkedIn.
Personal Suitability:
• Professional Integrity;
• Good Judgement;
• Adaptable and Flexible;
• Collaborative and teamwork oriented;
• Client Focussed and a network/alliance builder. 
* Asset qualifications:
Language:
• Proficiency in French is desirable (reading, writing and speaking).
Experience:
• Experience in working with embassies, diplomatic missions, international organizations, development assistance projects/programs.
* Conditions of employment:
• An appointment to the position for the successful candidate will be subject to Medical Clearance and Reliability (security) Status Check (RS), obtained by Management. 
* Notes: 
• Only short-listed applicants will be contacted by the Human Resources section.
• The Government of Canada is committed to building a skilled, diverse workforce. We welcome applicants from all backgrounds irrespective of race, color, religion, gender, disability, age or sexual orientation.

 



You did not use the site, Click here to remain logged. Timeout: 60 second