Office Administration and Human Resources (HR) Officer

Deadline: 17/04/2022

SCOPE OF WORK

Project Background

USAID Vietnam Urban Energy Security is a 4-year activity (2019-2023) with the overall goal of “Advanced, distributed energy solutions deployed to improve urban energy resilience and energy security” in Vietnam. The Activity will utilize 5 million USD under the USAID awarded contract to support the demonstration of transformational and replicable business models, new technologies, and innovative financing mechanisms by the public and private sector. At its completion, the USAID Vietnam Urban Energy Security must achieve the following high-level expected results:

At least 400 megawatts (MW) of advanced, distributed energy systems deployed in the selected cities.
At least $600 million in public and private investment mobilized for advanced, distributed urban energy systems.
At least 20 innovative solutions to address urban energy and environment issues demonstrated and/or commercialized.

Overview of the Position:

The Office Administrator and Human Resources (HR) Officer is responsible for ensuring the overall operations of the Hanoi office including maintaining good relationships with office vendors, supporting travel logistics and inventory management; and supporting the recruitment and contracting process of personnel and all HR needs throughout the life of the project.

Roles of Responsibilities

Facilities and Administration Duties:

Maintain smooth and compliant operations of the Hanoi office.
Coordinate and submit any requests for maintenance to the landlord for smooth office running, as required.
In coordination with the Procurement & Logistics Specialist to carry out the inventory check of all project property and inventory acquired, leased, or otherwise obtained throughout the asset’s lifecycle.
Support the Procurement & Logistics Specialist in goods and services procurement and, if required, inspection and receipt of project procured goods and service.
Support STTA consultants in request recorded and submitted via DAI’s project management systems.
Supervise support staff and services as appropriate, including transportation provider, translation, or other services that are engaged to support the project
Provide logistical support through arranging project travel and accommodations for all project staff and visitors.
Translate project’s documents and handle the interpretation in project meetings, if required.
Support the Project team in project activity’s meeting schedule, follow-up and obtain confirmation to make sure all project activity implementation smoothly.
Be the Petty Cash custodian and manage the Petty Cash in the office.

Human Resource Management:

Post advertisements for project recruitment needs.
Shortlist and screen applicants, schedule and participate in interviews, and make hiring recommendations.
Facilitate any required candidate testing and notify applicants of the results of the selection process.
Check professional references, verify EBDs, and prepare offers of employment and employment contracts.
Ensure recruitment and personnel actions are compliant with DAI policies and procedures, contract requirements, and USAID regulations
Provide applicants and new hires with information about the job, including onboarding requirements.
Establish calendar and process for completing annual and probationary employee performance evaluations.
Create and maintain all hard and soft copy personnel files
Manage timesheets and leave balance tracker on a monthly basis.
Manage termination procedures, including arranging exit interviews, and collection of all equipment and termination documents

Qualifications:

A university degree in a relevant field is required.
Minimum of five years’ demonstrated experience in office management, recruitment and human resources.
Must be familiar with local labor laws
Previous experience preparing and negotiating employee and consultant contracts.
Demonstrated excellent interpersonal, managerial, organizational and detail-orientation skills.
Relevant experience working on USAID contract in a related role highly preferred.
Strong computer skills (MS Office suite) required.
Ability to manage and prioritize multiple responsibilities
Excellent written and verbal communication skills required.
Fluent English required.