HR Coordinator

The HR Coordinator is responsible for all administrative and human resources aspects of ENV operations as described below. The HR Coordinator reports to the ENV Management Board and has supervisory responsibility over the Administrative Officer, a part-time accountant, and a part-time office cleaner.

Main Responsibilities

1. Recruitment and new staff hiring

Recruitment: Manage the recruitment process
New staff orientation: Manage the orientation process for new staff including overseeing the process, recommending changes, and improving the system as appropriate.
Administrative procedures training: Train all new staff on ENV administrative policies/procedures

2. Personnel management

Personnel file management: Maintain and manage up to date personnel files on all ENV staff
Employee contracts: Maintain a schedule of employee contract expirations and provide adequate advance warning to the Management Board in each case
Employee Financial Decisions: Coordinate with the Department management or supervisor to complete financial decision forms [FDs]
Visas and work permits: Responsible for successfully applying for visas and work permits for foreign staff as needed
Staff list: Produce updated staff list monthly
Termination process: Manage the termination process
ENV Crew and ENV Keys Google Groups: Manage the ENV Google groups including adding and removing staff as needed

3. Payroll and benefits

Staff benefits and compensation: Maintain accurate attendance records for all ENV staff including managing staff vacation and sick leave, weekend worked days, and compensation
Payroll taxes: Manage social insurance, Union tax, and quarterly PIT tax payments in accordance with the law
Special benefits management: Manage and organize special benefit program at ENV including bonuses, employee recognition, staff parties, Manage & Organize employee of the month. Following Union Tax regulations to ensure that activities are authorized by the ENV Management Board and that they comply with regulations. Submit reimbursement requests as needed to receive Union Tax benefits from the district authorities.

4. Office administration and management

Rental and service contracts: Manage and track ENV contacts and leases such as office rent, service contracts like provision of internet etc. Arrange regular payments in a timely manner
VUSTA: Oversee regular VUSTA payments
Equipment management, maintenance, and inventories: Maintain records of all equipment including both computers and other equipment owned by ENV, and produce quarterly updated equipment inventory lists distributed to the .Management Board.
ENV Resource Inventory: Maintain records showing the quantity of all printed resources in storage at ENV.

5. Policies and procedures

Policy enforcement: Serve to enforce ENV policies and procedures with staff as needed.
ENV policies, procedures, and employee handbook: Produce and update ENV policies and procedures relating to administrative, office, and personnel-related issues as needed. when required including managing the Employee handbook and subsequent policy book, and making this book accessible to staff where requested or needed
Labor law compliance: Ensure that ENV policies, processes and management are in compliance with Labor Law

6. Staff supervision, reporting, and communications

Administrative staff supervisor: Supervise one staff member responsible for receptionist and other administrative duties as assigned and supervised by the admin and HR officer
Communications with management: Communicate clearly and regularly with the ENV
Management Board on issues concerning progress, obstacles and difficulties, completion, etc. in accordance with the ENV communications policy for staff
Input and improvements: Provide direct recommendations to the ENV Management Board on improvements that can be made in relation to the administrative operations of ENV
Reporting: Produce timely reports to the ENV Management Board including weekly, monthly and quarterly reports and other required documents, as needed

7. Security, Safety, Reception & Maintenance

Visitor relations: Facilitate the smooth and professional handling of visitors including ensuring that adequate water, tea, and coffee supplies are maintained and available
Office cleaning and appearance: Supervise one part-time office cleaner and ensure that cleaning efforts meet ENV requirements. Assign additional tasks as needed to the cleaner and ensure that ENV staff maintain a clean and presentable office at all times.
Security and safety: Reinforce and ensure that ENV security policy is properly carried out and maintained by ENV key holders.
Office telephones: Ensure that the front desk phone is answered at all times and that a staff member is present in the lobby at all times when the door is unlocked

Job Requirements

Female, Vietnamese
University degree
Strong administrative, HR & management experience
Ability to pay attention to details and carry out work accurately, meeting high quality standards
Fluent verbal and written English
Excellent communications skills and an ability to communicate and work with others
Computer literacy: Word, Excel, Internet. Quick books preferred
Ability to work independently, take initiative, and pay close attention to details