HR & Admin Officer

About ENV

Education for Nature – Vietnam (ENV) was established in 2000 as Vietnam’s first non-governmental organization focused on the conservation of nature and the protection of the environment. ENV combats the illegal wildlife trade and aims to foster greater understanding amongst the Vietnamese public about the need to protect nature and wildlife. ENV employs creative and innovative strategies to influence public attitudes and reduce demand for wildlife trade products. ENV works closely with government partners to strengthen policy and legislation, and directly supports enforcement efforts in the protection of endangered species of regional, national, and global significance.

Since 2005, ENV has focused its activities on three major program areas that comprise ENV’s integrated strategic approach for addressing illegal wildlife trade in Vietnam. These include:

Reducing consumer demand for wildlife products through investment in a long-term and sustained effort to influence public attitudes and behavior
Strengthening enforcement through direct support and assistance to law enforcement agencies, and mobilizing active public participation in helping combat wildlife crime
Working with policy-makers to strengthen legislation, close loopholes in the law, and promote sound policy and decision-making relevant to wildlife protection.

Position Description

The HR & Admin Officer is responsible for all administrative and human resources aspects of ENV operations as described below. The HR & Admin Officer 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 to fill open staff positions including:
- Advertising open positions
- Receiving applications and coordinating interviews in a timely manner
- Ensuring that ENV managers and team leaders respond quickly to select and initiate offers to favorable candidates

New staff orientation: Manage the orientation process for new staff including overseeing theprocess, 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 which include copies of their CV, job application, contracts, TOR, annual reviews, letters of recognition, warning notices, and other files relevant to their employment
Employee contracts: Maintain a schedule of employee contract expirations and provide adequate advance warning to the Management Board in each case that a contract is to expire within 15 days.
Ensure that valid contracts are signed and on file for all working staff at all times.
Employee Financial Decisions: Coordinate with the Department management or supervisor to complete financial decision forms [FDs] when raises are proposed for a particular staff member. The admin and HR officer completes the FD and initiates the approval process accordingly.
Visas and work permits: Responsible for successfully applying for visas and work permits for foreign staff as needed, and providing alerts when visa or permit expirations due 30 days prior to expiration
Staff list: Produce updated staff list monthly and distribute to the ENV Keys management Google Group
Termination process: Manage the termination process when staff depart ENV including ensuring that the requirements as outlined on the staff termination checklist are met prior to departure, or immediately after notification of a departure
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. Maintain equipment assignment records to staff, process issuance and returns of equipment, and coordinate maintenance for equipment in need of repairs, and maintain accurate maintenance records of all repairs, and showing the current condition and performance of all equipment owned by ENV
ENV Resource Inventory: Maintain records showing the quantity of all printed resources in storage at ENV. Provide quarterly updates to the management board and maintain a vigilant system of requiring staff to sign out resources as they are collected for use. The Administrative HR officer serves as a gatekeeper controlling all access and issuance of printed resources 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. This particularly applies to the bathrooms and kitchen, but also ensuring that the boxes and other materials are not stored in corners or under desks, there is no clutter, all lights are functioning lights, and other maintenance issues and problems are addressed in a timely and efficient manner.
Security and safety: Reinforce and ensure that ENV security policy is properly carried out and maintained by ENV key holders. Lock pad must be replaced if any ENV member among the key-holder list leaves ENV without returning the key or a key is lost by an active employee.
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

Salary Grade

Dependent on skills and experience

HOW TO APPLY?

Interested candidates are invited to send an up-to-date CV before Aug 15, 2020 to:

Education for Nature - Vietnam (ENV) Room 1701, Block 17T5, Hoang Dao Thuy street, Cau Giay district, Hanoi Phone: (0243) 6281 5424 thuthuytran.env@gmail.com nhanhien.env@gmail.com

Interested candidates are invited to visit ENV websites & Facebook for further understanding about ENV.

For more details about what we do, visit our website:

English language: www.envietnam.org Vietnamese language: www.thiennhien.org

Note: * Only shortlisted candidates will be contacted