Logistics & HR Officer (HI)

Background

Humanity & Inclusion (HI) is an equal-opportunity employer. Women and people living with disabilities are strongly encouraged to apply. HI promotes and upholds the principles of equal opportunities and its policies (PSEAH, Child Protection etc). HI has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or a child by any of our staff, representatives or partners. Recruitment to all jobs in HI includes, in particular, criminal record checks and the collection of relevant references. Safeguarding our beneficiaries is our top priority in everything we do. For further information about the association: http://www.handicap-international.fr/

Job Position

Type of contract: Fixed terms contract

Location: Hanoi, Vietnam

Starting date: As soon as possible

Wage: According to profile and experience

Deadline: 10/09/2023

General mission

Reporting to the Country Logistics Manager and HR Manager, the Logistics & HR officer ensures the efficient management of:

procurement, facility for the country under his or her responsibility. He or she is a key player in the rollout and implementation of HI’s logistics standards, which consists in reworking the positioning of logistics at HI and affirming the principle of professional development.

personnel administration activities in accordance with current legislation. S/he ensures that the mission’s HR-related administrative procedures are consistent with HI's HR policies and frameworks and with local law and practices.

Missions / Responsibilities

LOGISTICS (75%):

Mission 1/ Participates in drafting the Logistics and Procurement section of the StratOP and implements its action plan

RISKS: produces and updates the risk map for his or her area of responsibility and proposes and implements corrective mitigation measures;
INCIDENTS: drafts the incident reports for his or her area of responsibility;
INDICATORS: produces, compiles and analyses the data in the procurement dashboard for his or her geographical area;

Mission 2: Deploys HI’s standards and contributes to its expertise and accountability within his or her remit:

STANDARDS: ensures compliance with and application of HI standards for his or her entire professional field with regard to policy, processes and tools;
INTERNAL CONTROL: supervises internal control in his or her fields of activity;
ACCOUNTABILITY: guarantees compliance with and the application of internal rules and the rules of institutional donors in his or her fields of activity;

Mission 3: Operational implementation of logistics 3.1    Design phase – Resources planning:

Helps establish the project’s procurement schedule;

Participates in analyzing the programme’s logistics context (evaluation of logistics capacities, table of logistics problems)

3.2    Launch phase – Procurement planning & resource planning

Takes part in defining the procurement strategy;

Plans all the means necessary for the optimal management of equipment in his/her fields of activity and geographical areas

3.3    Implementation phase - Coordination:

Helps adjust the procurement plan after every project review;

Reviews all incoming purchase requests and timely proceed the procurement procedures and documentation in HI’s system – LINK as regulations

Provide support to other LINK users to ensure its smooth operations

Manage the suppliers’ performance and maintain the supplier database

Ensure the timely submission of payment documents of suppliers to Finance

Manage and keep the proper record/documentation of office assets/equipment

Carry out the general stock management

Ensure the smooth operation of office premises, facility/equipment and general services

Evaluates and adjusts the resources and their distribution according to the needs

3.4    Closure phase

Contributes to the preparation of financial reports.

Implements the on-site storage of archives or their transmission to HQ;

Implements the return/donation of material

Mission 4: Facilitates the Logistics profession’s development and contributes its development across the organization

Participates in the facilitation of the profession sector in his or geographical area (community of practice)

Mission 5: Emergency Preparedness and Response Responsibilities Contributes to the program's emergency preparedness actions and, during an emergency, adapts his/her work modality to contribute to HI’s effective humanitarian response Other mission: The Logistics & HR Officer could be asked to undertake any other duties requested by Country Logistics Manager.

HUMAN RESOURCE (25%):

Mission 1: Contributes to the quality of personnel administration for HI staff present

Rolls out personnel administration policies, processes and tools.

Manage the professional evolution: recruitment, engagement, probation, internal probation, advertisements, penalty, licensing.

Organise staff briefings on administrative matters and local employment conditions.

Produce documents and applies regulatory procedures concerning personnel administration

Is responsible for implementing HI’s social security policy fairly and in compliance with local legislation

Ensures that personnel files are archived in compliance with HI’s rules

Mission 2: Is responsible for, or helps with, payroll management

Monitor and update deductions of annual leave and other absences (Timesheet) for all staff

Register insurance for new staff with Hanoi Insurance department

Work with insurance dept and/or insurance company for maternity leave, sick leave, medical claims

Work with insurance company to register for new staff & their dependents

With delegated authority from his/her HR (line) manager, represents HI with local administrative authorities (employment inspectorate, statistics authority, etc.)

Mission 3: Oversees staff movements

Ensures the obtaining, monitoring and renewal of visas for international staff/consultants that can be carried out locally

Support the expatriate to obtain and renew work permit, temporary residence card

Monitor leaves of expatriates and informed the head offices

Monitor log sheet of international staff (contract dates, official documents, permits, visa, contact persons…)

Inform the personnel administration department at head office of expatriate rental sums and salary advances

Others: She/he could be asked to undertake other duties of personnel administration activities requested by Country HR manager”.

Skills

Professional skills:

	Knows	Practices	Proficient	Expert
Maintenance			x
Safety			x
Driving	x
Mechanics	x
Planning		x
Purchasing		x
Procurement			x
Stock management	x
Transport management			x
Sourcing and Recruitment		x
Training facilitation and/or design etc		x
Management of training and skills development actions	x
Personnel administration			x
Payroll		x
Remuneration and management of the wage bill	x
Employment law		x
HR IT tools			x

Emergency preparedness and response skills

	Knows	Practices	Proficient	Expert
Emergency response		x
Humanitarian monitoring and Emergency Preparedness		x

Other professional skills

	Knows	Practices	Proficient	Expert
Financial and budget management	x
Donor management	x
Organisation design
Facilitation and/or design of training and skills development
Sourcing and recruitment
Programme mgt: Planning, monitoring and coordination	x
Operational partnerships

Cross-cutting skills

	Knows	Practices	Proficient	Expert
Languages		x
Frameworks and references		x
Office and collaborative tools		x
Stress management		x
Collaborating in a global organisation		x

Required qualifications

Bachelor’s Degree in Economics, Finance, Administration or Foreign language or equivalent experience in relevant fields;

Minimum of 3-year relevant experience in office administration and/or human resources;

Procurement skills and experiences in contracting;

Experience working in an international NGO, multilateral agency, or donor context preferred;

Sound knowledge of MS Office software use;

Excellent interpersonal skills and strong organisational ability;

A good team player but also willing to work on own initiative;

Fluency in written and spoken English required.