JOB DESCRIPTION
Provision of notarial and documentary services in line with Consular Guidance
Check, receive and process documents for fee bearing services, ensuring they are conducted in line with policy, and appropriate fees are taken;
Record all notarial/legalization and documentary services on Casebook;
Processing Emergency Travel Documents (ETDs).
Consular Assistance
Respond to telephone, counter and email inquiries on a wide range of issues and ensure customers are guided to official source of information;
Visit detained British nationals in police stations and prisons;
Provide welfare support to hospitalized British nationals and victims of crime;
Explain procedures and assisting bereaved next of kin in the event of a death;
Update local service provider lists
Accompany the Vice Consul and CROM on Consular outreach visits and arrange logistics for the trips; and
Update outreach contact lists and to produce reports.
Admin Duties
Cashier duties including updating fees, taking payments, preparing daily, weekly and monthly fee certificates, and update the cash till;
Compile statistics for various reports, returns and miscellaneous documents;
Manage customer bookings on CABS and via email and telephone;
Work with FM and
security guards on public opening hours, access for customers, and arranging public notices.
Contingency Planning
Participation in Network consular crisis team and planning;
To test equipment including satellite and emergency phones quarterly;
To update tool and travel kit for emergency Grab bags; and
Support the organization of crisis exercises and provide relevant crisis support to CROM, Vice Consul and/or wider mission
Provide cover for the Vice Consul when necessary
REQUIREMENTS
Fluency in written and spoken English and Vietnamese;
Flexible, resilient, patient and able to deal with difficult situations, including working unsocial hours in an emergency or crisis;
Ability to travel within Vietnam;
Excellent interpersonal skills, ability to work collaboratively with colleagues in Vietnam, in the region and the UK as well as the public;
Strong IT skills (Outlook, PowerPoint, Word and Excel);
Ability to work at pace and prioritize, managing an often heavy workload.
Language: Fluency in written and spoken English and Vietnamese
Level of language required: Fluency in both English and Vietnamese
Previous experience in a customer facing role and an ability to respond to a wide range of customer needs;
Previous experience in consular services or welfare/charitable/support organization would be an advantage
Knowledge of the Vietnamese administrative system.
Skills: Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together
BENEFIT
This position is being advertised as a 12 months fixed term position with possibility of renewal in
Ho Chi Minh City.
Learning and development opportunities (and any specific training courses to be completed):
The Foreign and Commonwealth Office is committed to developing its staff, working hard to provide a comprehensive L&D offer. Staff have access to a wide variety of online resources through the Diplomatic Academy and Civil Service Learning. Staff are strongly encouraged to take advantage of all the available opportunities.
The job-holder will be required to take some specific training courses related to their role. All new staff undertake a workplace induction and there are a number of mandatory e-learning courses covering areas such as diversity, health and safety, and information management.
Mandatory FCDO e-learning
Consular on-line officer training
Emergency Travel Document training
Consular case management training
Data Protection Training
Employment offers are subject to successful clearance of pre-employment and security checks. Staff who are locally recruited by the British Embassy are subject to Terms and Conditions of Service according to local employment law.
No accommodation or relocation expenses are payable in connection with this position. Visa sponsorship may be possible for non-Vietnamese nationals if they meet local requirements.
Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
Disabled and ethnic minority applicants will be invited to interviews if meeting the minimum requirement of the job.
Working Patterns:
This role will require office based work at the Consulate in
Ho Chi Minh City with little scope for remote or flexible working.
Location: Ho Chi Minh City
Salary: VND 28,144,748 per month
