Human Resources and Operations Officer (AOP)

Human Resources and Operations Officer

• Effective date: June 2023
• Contract type: Full-time, definite-term contract (renewable)
• Work location: Based in Hanoi, Vietnam with frequent travels to the fields
• Reports to: Human Resources and Operations Manager

About us

Role summary

Authority

Key work relationships

• Hanoi-based HR and Operations team
• AOP staff and personnel

• Service suppliers and contractors
• Governmental officials
• AOP’s partners and international staff

Main areas of responsibility

• Provide proper support to HR and Operations Manager in recruitment and selection process, including but not limited to job posting, candidate screening, communication, selection tool design, organising interviews and tests, reference checks, job offers;
• Develop induction package and liaise with relevant managers to schedule induction plans to socialise new staff to AOP’s vision, mission, strategy, values, practices and norms;
• Issue labour contracts and relevant annexes in accordance with the Labour Code and AOP HR Policies & Procedures Manual; facilitate contract signing;
• Properly file, track, and manage HR data, documents, and contracts;
• Faciliate staff compensation and benefits scheme in accordance with the Labour Code, AOP HR Policies & Procedures Manual, and signed labour contracts, including but not limited to:
  • Leave and timesheet management;
  • Processing of monthly payroll;
  • Processing of Social, Health, and Unemployment Insurance contribution, amendments, claim and allowances;
  • Processing of Trade Union contribution;
  • Other benefits as stipulated in the Labour Code, AOP HR Policies & Procedures Manual, and signed labour contracts;
• Facilitate off-boarding process in accordance with the Labour Code and AOP HR Policies & Procedures Manual;
• Support staff performance management by developing performance indicators, designing monitoring tools, and facilitating periodical performance review;
• Support training and development by conducting training needs assessment, proposing training and development plans, designing training courses, team building and capacity building activities that help address critical performance gaps;
• Prepare HR and operations report to competent authorities as required, provide HR and operations’ input to organisational reports as required;

• Manage and update expatriates immigration database; provide assistance and regular updates on immigration policies to relevant personnels;
• Coordinate application of Vietnam work permit and visa/residence cards for expatriate staff in a proper and timely manner by:
  • Acting as a liaison with expatriate staff and other departments to plan and facilitate application processes;
  • Providing proper and accurate advices to expatriate staff to prepare and provide their application documents;
  • Facilitating and/or providing advices and instructions to expatriate staff on required paperwork and procedures, including but not limited to authentication, legalisation, translation, notarisation, certification of documents, applications for police check and/or health check certificates;
  • Promptly alerting management on arisen or potential issues or urgent cases;
• Support management to ensure all legal requirements are met for expatriate staff to work in Vietnam under the management of AOP;

• Provide support to HR and Operation Manager to ensure office systems run smoothly and adhere to AOP policies, including but not limited to day-to-day office operations system, cloud-based filing and collaboration systems, libraries, calendars, videoconferencing system;
• Actively seek and propose adoption of new and suitable IT solutions and relevant tools, application and software that improves operations and collaboration system, promotes productivity and minimise workload/manual work for all staff;
• Support operations team to organise and prepare logistical arrangements for office events, workshops, trainings or meetings, field trips;
• Provide timely, efficient and appropriate support to other departments.

• Handle required procurement for the office, program and projects as requested;
• Ensure procurement are aligned with AOP policies and procedures; contracts are valid and in line with legal framework and AOP’s requirements;
• Ensure goods/services are provided in satisfactory requirements and in a timely manner;
• Manage contract database and keep track of relevant contract delivery.

• Provide appropriate support to Sydney team to promote collaboration between the two offices;
• Provide English/Vietnamese translation and interpretation as required;
• Actively participating in internal and external meetings, ie. by taking minutes, or preparing and delivering presentations;
• Coach, mentor, supervise junior staff/HR & Operations Assistant;
• Other tasks as assigned by the HR and Operations Manager and/or Country Director.

Required qualifications

• Relevant Degree and/or equivalent professional qualification, preferably in business administration, human resources, social sciences or other relevant disciplines e.g. psychology, international relations;
• Master degree or additional professional trainings in human resource management/business administration is an advantage.

• At least 03 years of experience in relevant positions;
• Practical work experience with INGOs is preferable;
• Work experience in handling expatriate immigration procedures is an advantage;

• Office administration and secretarial support skills;
• Knowledge and understanding of international organisation’s operations and human resource policies and procedures;
• Time and workload management skills;
• Excellent interpersonal and communication skills in Vietnamese and English, both spoken and written;
• Sensitivity to cultural differences, ability to work in a wide variety of cultural contexts;
• Advanced translation and interpretation skills;
• Advanced business writing skills;
• Experience in procurement activities, liaising with suppliers and contractors, facilitating and managing contracts;
• Ability and skills to ultilise office applications (Microsoft Word, Excel, PowerPoint, OneNote, Teams, PDF editor) and cloud-based solutions (Office 365 environment);
• Quick sense and skills in adopting IT solutions to handle administrative and HR procedures;
• Familiarity with AOP’s thematic areas of work is an asset;
• Commitment to AOP’s vision, mission, values and goals;

Fluent English and Vietnamese, both spoken and written.

• Detail-oriented and careful;
• Diligent, proactive and independent;
• Patient, friendly and supportive;

• Poverty and injustice eradication;
• Gender equality;
• Child protection;

How to apply

Please note that this position is intended for a Vietnamese national. Applications will be reviewed on a rolling basis and the position will remain open until filled. Early applications by 23 June 2023 are strongly encouraged. While we appreciate all responses, only shortlisted candidates will be contacted.

• Việc làm tại các tổ chức phi chính phủ - NGO Recruitment

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