Australian Consulate-General
Ho Chi Minh City, Vietnam

Office Manager AD

The Australian Consulate-General is an Equal Opportunity Employer

EXPECTED VACANCY - AUSTRALIAN CONSULATE-GENERAL
HO CHI MINH CITY

OFFICE MANAGER - (Vietnamese National)
PN HCHI009 – LES 6
Monthly salary range: VND 40,253,615 – VND 52,029,157

The Australian Consulate-General in Ho Chi Minh City is seeking a self-motivated and well-organised qualified Vietnamese candidate for an expected vacancy to fill the position of Office Manager. This position will be offered to the successful candidate on a contractual basis.

Selection for this position will be based on merit and judged against the following specific selection criteria.

1. Demonstrated high level of office management, administrative and leadership skills with the ability to organise work, determine priorities and meet deadlines with minimal supervision over a wide range of duties, including: human resources, office and financial services, transport, travel and customs clearance.

What would really make you stand out is short and long term strategic planning ability to achieve administrative and operational objectives.

2. Relevant educational qualifications and/or work experience in understanding and implementing regulatory procedures and experience in liaising with Government and non-Government agencies, including: local labour laws, personnel practices and human resources.

What would really make you stand out is experience with the diplomatic community.

3. Proven ability to work as a team member and a high level of flexibility and interpersonal skills, as well as experience and commitment in the field of client service and staff management, including: staff oversight, maintaining business-to-business relationships and project management.

What would really make you stand out is relevant experience in multinational organisations where high level of liaison among internal teams and management of cross cultural matters are required.

4. Demonstrated excellent command of written and spoken English and a good ability to translate and interpret in those languages.

5. Proven high level of competence in using computer programs, including word processing, database and excel spread sheets.


To be considered for interview, applicants must address each of these selection criteria individually to a maximum of two pages. Applicants that fail to address the selection criteria and include referees will not be considered.


Only electronic applications will be accepted and should be submitted via email (max. 2 MB) to [email protected]

With the subject of: OFFICE MANAGER POSITION (insert your name here)

The email must include the following attachments:
1. Written statement addressing each point of the selection criteria
2. Resume (with at least two referees including email and telephone contacts)
3. Supporting documents, evidence of resume claims

Closing date for applications is 21 December 2015.

Applicants will be shortlisted and may be requested to undergo English-language testing prior to an interview with the selection panel. 
 

POSITION DESCRIPTIONS FOR OFFICE MANAGER POSITION

Agency: Department of Foreign Affairs and Trade
Position number: HCHI009
Title: Office Manager
Classification: LE6
Section: Administration
Reports to (title): Deputy Head of Post & Consul

About the Australian Government’s Department of Foreign Affairs and Trade (DFAT)

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.

The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

About the position

Under limited direction, the Office Manager is responsible for day to day oversight of financial, property, human resource and IT management and reporting for DFAT and the attached agencies. The position supervises and manages a small team.

The key responsibilities of the position include, but are not limited to:

• Provide advice to post management on HR, labour law, personnel, conditions of service and administrative issues;
• Develop plans (including implementation plans) for work area and contribute to strategic planning of the mission;
• Liaise and negotiate with a range of internal and external stakeholders, including law firms and diplomatic missions;
• Oversight of the DFAT and attached agencies’ financial, property, human resource and IT management;
• Manage attached agency Locally Engaged Staff (LES) personnel matters in accordance with the Service Level Agreement;
• Assist with recruitment and selection processes, maintain relevant statistical and financial records on staffing matters and perform payroll services using IPL software package;
• Inducts all locally engaged staff into the Consulate-General;
• Supervise and lead a small team, monitoring performance, providing regular feedback, and identify learning needs/opportunities for team members;
• Assist in formulating office policies, procedures and direction, and provide leadership on corporate governance issues; and
• Conduct annual procurement process for LES insurance benefits and medical checks.
• Register and update asset and non-asset inventories as purchases and/or disposals

Qualifications/Experience

• Demonstrated experience in office management.
• Relevant management and/or accounting qualifications.
• Advanced Microsoft Office Suite skills.
• Fluent written and spoken English and Vietnamese language skills.