Hanoi Office Manager

The Australian Embassy in Hanoi is seeking applications to fill the Hanoi Office Manager position within its Australian Agency for International Development (AusAID) Section in Hanoi. For more information about AusAID, please visit www.ausaid.gov.au.

The Hanoi Office Manager will report to the First Secretary (Mekong Corporate) and the Counsellor (Vietnam) for managing the Hanoi Office and assisting in a range of regional financial tasks. The role includes leading and managing a team of administrative staff, oversighting office management, as well as supporting the financial and coordinating functions of the Regional Hub. The role requires continuous improvement of services to enhance efficiency and effectiveness of Post operations and to ensure that all staff are properly supported. 

Duties will include but are not limited to the following

• Establish and maintain Hanoi Office guidelines and procedures consistent with AusAID policies and procedures for all corporate enabling functions, ensuring that all staff are aware of the policies and monitoring compliance;

• Interpret and implement corporate policies and, where appropriate, identify areas for improvement;

• Provide advice to Senior Management on Hanoi Office Administration related matters;  The Australian Embassy in Hanoi is seeking applications to fill the Hanoi Office Manager position within its Australian Agency for International Development (AusAID) Section in Hanoi. For more information about AusAID, please visit www.ausaid.gov.au.

• Oversight and coordinate the delivery of all Hanoi administrative support services, and undertake continuous improvement of service delivery;

- Manage Hanoi HR functions including providing advice to staff on their entitlements and on AusAID and Post HR policies and processes; coordinating staff recruitment; coordinating arrivals of overseas staff; coordinating orientation programs for all new staff; preparing employee contracts; developing a Learning and Development Plan; contracting specialist HR providers; coordinating the implementation of any HR reviews or recommendations; and coordinating the performance planning process;

- Manage provision of administrative support services including assets, fleet, security, records management;

- Manage payments and processes for regional and bilateral contracts, staff, travel etc;

- Develop and manage relationships with suppliers, service and equipment providers and advocating for AusAID’s best interests;

- Coordinate Hanoi property requirements;

• Assist with the preparation of regional financial estimates for the coming financial year, coordinating budgets and maintaining financial records;

• Monitor expenditure and resourcing across both departmental and administered budgets for Mekong regional and country programs; and provide summary financial reports to Senior Managers as required;

• Facilitate regional communication and coordinate responses as required;

• Develop and maintain strong relationships with various groups spread over a wide geographic range, including Mekong Posts staff and Canberra?based AusAID staff; 

• Respond to DFAT and AUSAID responsibilities and demands as a team leader;

• Perform or contribute to team administration and other duties, as required.

This is a non Australian Public Service position.  Applicants not resident in Vietnam should note that if they are offered the position they will be responsible for their travel and removal of personal effects to Hanoi, along with accommodation. Applicants will also be responsible for ensuring they have the appropriate permission to work in Vietnam.

Selection Criteria

Important: The Selection Criteria are used to assess an applicant’s suitability for a position.  
Applicants must provide a statement of claims, not exceeding two pages, addressing the selection criteria below.  Statements should detail suitability to perform the duties of the position including personal qualities, experience, skills and knowledge relative to the selection criteria.

• Demonstrated ability to plan, prioritise, and schedule time and workload against competing deadlines;

• Excellent written and oral English;

• Demonstrated experience in senior level office and administrative management as well as supervisory experience;

• Analytical skills, sound judgement and the capacity to think strategically;

• Ability to work effectively as part of a team within an Australian Government Agency that is accountable to the Australian people through their Parliament.

How to apply

Those interested in this position should lodge:

• A covering letter;

• A Curriculum Vitae (CV) of no more than 3 pages;

• A statement (no more than one third of a page per criterion) in support of their application, using the provided selection criteria as headings;

• Updated contact details of two referees.

with AusAID Recruitment Email: [email protected], by 5:00pm (Hanoi Time) on Friday 7 December 2012. Only shortlisted applicants will be contacted for further process.

Job Details
Organisation Name: 
Application Deadline: 
Fri, 2012-12-07