Common Service Assistant (Property/Procurement)

Anticipatory Staffing Notice
Common Service Assistant (Property/Procurement)
The Embassy of Canada to Vietnam, Ha Noi City

Position description
Competition Number: 2020-CS-01
Position Title: Common Services Assistant (Property/Procurement)
Classification: LE-05
Position Number: EXT TBC
Type of Employment: Indeterminate
Hours of Work: 37.5 hours per week
bstarting at VND 321,262,875 per year plus bonus and benefits, non-negotiable
Closing Date: Thursday, July 16, 2020 at 17:00 (GMT +7)

Area of Selection:

This position is open to individuals who are eligible to work in Viet Nam, who meet all of the essential qualifications and whose applications are received by the closing date. Short-listed candidates should be able to participate in written tests and/or interviews in Ho Chi Minh City or Ha Noi City. The successful candidate will be required to relocate to Hanoi at his/her own expense.


Under the direction of the Property & Materials Manager (LE-07), the Common Service Assistant (LE-05) is responsible for the delivery of the following common services: procurement and maintenance of Mission’s staff quarters and Chancery; supply and maintenance of required furnishings, equipment, and appliances; repair and maintenance contracts; providing a high level of client service within the organization; and other duties as required.

We are seeking a conscientious, organized and responsible individual who is able to maintain attention to detail and meet objectives while performing a variety of tasks; and work effectively as part of a team.

Mandatory requirements

Bachelor’s degree from a recognized university, preferably, but not limited to business administration, commerce, engineering, architecture, procurement, and supply chain management, or an equivalent combination of education, training and/or experience.


  • High level of proficiency in English (reading, writing and speaking)
  • Fluency in Vietnamese (reading, writing and speaking)


  • Minimum one (1) year of recent work experience in client service, administrative support, procurement, or property management in an office setting.


  • Knowledge of general office procedures and practices
  • Knowledge of inventory management.
  • Knowledge of contracting and procurement practices


  • Ability to use a range of computer applications, such as MS Excel, Word, Outlook, PowerPoint, etc.
  • Ability to plan and organize workflow
  • Ability to perform both office work and on-site project and maintenance supervision
  • Ability to maintain services of high quality and apply policies, regulations, and rules with integrity, courtesy and firmness
  • Effective interactive communication
  • Flexible and adaptable
  • Client focused
  • Attention to detail
  • Ability to prioritize tasks and work effectively under pressure

Asset criteria

Preferred standing may be given to those candidates who also meet the following:


  • Proficiency in French (reading and speaking)


  • Experience in one of the following areas: accounting and/or contracting
  • Experience working in diplomatic missions or other international organizations


  • Ability to use SAP

Conditions of employment

  • Ability to obtain and maintain a valid “Reliability” security clearance from the Government of Canada, including providing, among other things, a criminal record check and validation of qualifications
  • Legally permitted to work in Vietnam
  • Ability and willingness to work overtime (evenings and weekends), on short notice, as required
  • The appointment of the successful candidate will be conditional on a one (1) year probationary period

How to apply & selection procedure

Candidates whose applications are received by the closing date and time will initially be screened on the above defined essential qualifications specifically in the areas of: education, language (English and Vietnamese), experience, and knowledge.

Clear and concise written applications must include an Application Cover Letter (1000 words maximum) and Curriculum Vitae in English or French.

The Application Letter must indicate why the candidate meets the essential qualifications in the areas of: education, language, experience, and knowledge. It is not sufficient simply to assert that one meets the requirements or to list current responsibilities.

Candidates must include the names, titles, email addresses and telephone numbers of at least three references, including at least one direct supervisor, who can serve as professional references.

Any application missing any of the requested documents or requested information will be automatically rejected.

Applications must be submitted by email. The subject line of email must include your FULL NAME (in capital letters) followed by the competition number: “2020-CS-01”. Send your application (Cover Letter, Resume and References) to: [email protected]

Short-listed candidates will be invited to participate in an evaluation process to further assess language, knowledge, abilities, and personal suitability which may include several of the following components:

  • Computerized written exams
  • Interviews
  • Practical exercises
  • Reference checks

Asset criteria will also be taken into account throughout the screening process.

An eligibility list may be established from this process to staff future vacancies that may arise within this domain and at this level.

Only applicants invited for further assessment will be contacted. All communication for this process will be sent by email. It is the candidate’s responsibility to ensure that the contact information provided is correct and updated.

The costs arising from participation in this selection process will be each candidates’ responsibility. The Embassy of Canada to Vietnam does not reimburse any travel costs to and from interviews/exams, nor does it reimburse any relocation costs in the event of appointment.

The Embassy of Canada to Vietnam does not directly or indirectly sponsor work permits and does not assist successful candidates in obtaining a residence or work permit.

The Embassy of Canada to Vietnam 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.

The Embassy of Canada to Vietnam is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise, in a timely fashion, of any accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.


Job Details
Organisation Name: 
Embassy of Canada to Vietnam
Application Deadline: 
Thu, 2020-07-16