HR-Admin Executive (Know One Teach One)

KOTO stands for Know One Teach One. KOTO is a Vietnamese social enterprise specialising in providing at-risk and disadvantaged youth in Vietnam an opportunity to undertake a 24-month holistic hospitality training program. KOTO is based in Hanoi and has supported more than 1,000 graduates to end the cycle of poverty and truly empower our trainees to realise their dreams.

Vision Statement

We aspire for an all-inclusive world in which no one is left behind, where every individual from all backgrounds thrives and inspires through lasting life-changing journey and empowerment.

Mission Statement

As the 1st social enterprise in Vietnam, KOTO remains committed to enable the economically disadvantaged & vulnerable community by providing both transformative platform and pathways and instill the “once helped, help others” philosophy.  We proudly do it with passion, innovation & responsibility.

Value Statement

- Respect everyone’s dignity & self-worth

- Act with professionalism and lead by example

- Be driven by passion and purpose

- Love ourselves and KOTO family

- Innovative approach in action

JOB DESCRIPTION

Position: HR-Admin Executive (Internship, Volunteer Program, and Training Development)

Reporting Structure:

This position report to the HR-Admin Manager

DESCRIPTION:

The HR-Admin Executive specializing in Internship, Volunteer Program, and Training Development plays a crucial role in managing and enhancing the organization's internship and volunteer programs while also contributing to the design and implementation of training and development initiatives. This position will also provide general administrative support to the organization, including coordinating company events, meetings, and activities.

 Key Responsibilities:

1.     Internship Program Management:

• Collaborate with department heads to identify internship opportunities and assign projects to interns.
• Develop partnership with various educational institutions to attract and recruit suitable interns
• Coordinate the internship application and selection process, including screening resumes and conducting interviews.
• Facilitate orientation sessions for new interns, providing an overview of organizational policies, procedures, and expectations.
• Monitor the progress and performance of interns throughout their tenure, providing guidance and feedback as needed.

2. Volunteer Program Management:

• Develop partnerships with community organizations and volunteer agencies to recruit volunteers for various projects and events.
• Create volunteer job descriptions and assignments based on organizational needs and volunteer skill sets.
• Coordinate volunteer recruitment, screening, and onboarding processes, ensuring compliance with relevant regulations and policies.
• Provide ongoing support and supervision to volunteers, addressing any issues or concerns that may arise.
• Recognize and appreciate volunteer contributions through acknowledgment events, awards, or appreciation letters.

3. Training and Development:

• Assist in identifying training needs and developing annual training plans aligned with organizational goals and employee development objectives.
• Coordinate training logistics, including scheduling, venue arrangements, and trainer selection.
• Facilitate or assist in delivering training sessions on topics such as leadership development, communication skills, and technical competencies.
• Evaluate training effectiveness through participant feedback surveys, assessments, and post-training evaluations.
• Maintain training records and prepare reports on training metrics and program effectiveness for management review.

4.     Documentation and Reporting:

• Assist in developing relevant policies, procedures for Internship/Volunteer Program and Training and Development
•  Maintain accurate records of internship and volunteer program activities, including participant demographics, project details, and hours volunteered.
• Prepare reports on internship and volunteer program performance, including participant feedback and program impact.
• Ensure compliance with legal and regulatory requirements related to internships, volunteerism, and training activities.

5.     Event organization

• Assist in the planning, coordination, and execution of company events.
• Collaborate with various departments to ensure seamless logistics for events.
• Handle administrative tasks related to events, such as RSVP tracking, venue coordination, and catering arrangements.

6.     Administrative Support:

• Provide general administrative assistance to the Managing Director and other team members. 

QUALIFICATIONS:

• Bachelor's degree in a related field or equivalent work experience.
• Strong written and verbal communication skills in English and Vietnamese.
• Excellent organizational and time management skills.
• Proficient in Microsoft Office and other relevant software.
• Strong attention to detail and accuracy.
• Knowledge of the business operation is a plus.

WORK HOURS AND LOCATION:

Standard work schedule from 8:30 AM to 4:30 PM, Monday through Friday, primarily at the office located on Ngo Tat To Street. Occasional travel to the Training Center in Phat Tich, Tien Du, Bac Ninh may be required.

HOW TO APPLY:

Interested candidates are encouraged to provide their detailed curriculum vitae with letter of application to lien.bui@koto.com.au.

Selection and interviews will be conducted on a rolling basis and candidates are encouraged to apply as soon as possible.

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