Common Services Officer

Summary of Duties:

Under the direction of the Management and Consular Officer, the Common Services Officer manages logistical execution of program objectives and goals, including but not limited to, budget management, human resources administration, mission fleet management and the management of information and documentation of the services in accordance with established policies, guidelines and procedures. The incumbent directly plans and administers the Embassy’s budget, assists and supports other section with contracting as required, manage the Embassy fleet of vehicle and overview driver assignments, as well as conducts research and analysis to advise Management on labour relations and various policy matters. The incumbent will provide and create non-routine information and/or documentation; provide complex administrative support and services; provide services to a diverse client base and initiate proactive collaboration; supervise staff, as necessary; and perform other duties as required.

Area of Selection:

This position is open to external applicants who reside in Hanoi, Vietnam and to all mission employees, who meet all of the essential requirements stated below, and whose applications are received by the closing date and time.

Please note that the Embassy of Canada to Vietnam does not sponsor work authorizations directly or indirectly.

The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered based on merit. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

ESSENTIAL QUALIFICATIONS

Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience.

Candidates must clearly demonstrate when applying to the position how they meet each of these essential qualifications.

*Language will be assessed further during the process. 

Education:

Candidates will be required to provide proof of the completion of their education.

• A university degree or equivalent qualification from a recognized university or post-secondary academic institution related to the position (such as Business Administration, Public Administration, Accountancy, etc.) or equivalent combination of experience and training

Language:

• Proficiency in English (Oral and Written) and Vietnamese (oral and written)

Experience:

• *Recent experience working in an office setting for an international organization, a company with more than 40 employees, or a diplomatic mission.
• Minimum of three years’ *recent experience in an operational capacity with evidence of financial management and/or budget forecasting and reporting as a central aspect of the role and responsibilities.
• Minimum of two years’ experience in dealing with client service (internal and/or external clients)
• Experience in supervision: this includes supervising others directly and/or overseeing work by others who do not necessarily report to the position

*Recent is defined as within the past 5 years

RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are relating to knowledge, abilities and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview online, pre-recorded or in-person, role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:

• Knowledge of finance procedures and budget planning
• General knowledge of payroll processing and legislation
• Knowledge of SAP

Competencies:

• Effective Teamwork and Cooperation – Encourages others
• Effective Communication – Adapts language to the client
• Shows a high level of reliability, flexibility, adaptability
• Strong planning, analytical and organizational skills
• Demonstrates sound judgment, integrity and discretion in difficult situations
• Action Management - Monitors adherence to standards of performance
• Shows initiative and can work independently with minimal supervision

Abilities: 

• Ability to provide high quality client service by analysing client needs and making recommendations;
• Ability to communicate and draft emails/letters and reports in English;
• Proficiency at using computer programs such as Microsoft Outlook, Word, Excel and SAP
• Strong problem solving skills

Asset Qualifications:

Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications.

• Ability to communicate in French (oral and written)
• Professional certification in accounting
• Experience in Human Resource Management

Operational Requirements:

• Working hours are Monday to Friday, 37.5 hours per week
• Must be available for occasional duties outside normal working hours (i.e. evenings and weekends), sometimes on short notice
• Must be available for domestic & international travel.
• Vacation time may be restricted during certain periods due to operational requirements (e.g.: March and April).

Conditions of Employment:

Conditions of employment must be met or complied with before being appointed to a particular position, and are to be maintained throughout the employment while being the incumbent of this position.

• Valid work authorization: Ability to obtain and hold a valid work authorization covering the entire employment period.
• Security screening: Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada covering the entire employment period.
• Vaccination compliance: All new hires on or after the effective date of October 6, 2021 are required to be fully vaccinated against COVID-19 as a condition of employment and to attest that they are fully vaccinated against COVID-19 prior to their starting date unless accommodation measures are granted.

How to Apply