Office and HR Coordinator

JOB DESCRIPTION The Office and HR Coordinator will be responsible for the following administration, logistic functions and assist in staff administrative responsibilities; 1. Coordinating Office-related activities (25%)

Plan and coordinate administrative procedures and systems.
Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
Organize and supervise facilities services, maintenance activities, and other office activities (recycling, renovations, event planning etc.)
Ensure operations adhere to policies and regulations.
Manage Office budget.

2. HR Management (25%)

Assist ED and the leadership in the planning and implementation of organizational learning initiatives.
Support the development and implementation of HR initiatives and systems.
Be actively involved in recruitment by preparing job descriptions, posting ads and managing the hiring process.
Review and implement effective onboarding plans.
Support and implement staff training and development process.
Assist in performance management processes.
Support the management of disciplinary and grievance issues.
Maintain employee records according to policy and legal requirements.
Review employment and working conditions to ensure legal compliance.
Arrange staff retreat, happy hour, staff’s birthdays...
Manage HR budget (keep track of expenses, budget for the following year).

3. Monitoring all government-related documents (20%)

Assist in the application for receiving foreign funding eg working with government, and preparing application for approval from VUSTA.
Write up bi-annual reports of LIN projects/ activities to VUSTA.
Write up annual report of LIN projects/ activities to the Ministry of Science and Technology.
Monitoring and filing all paperwork relating to government.

4. Being Assistant to ED (25%)

Assist, as required, in managing the Executive Director’s (ED) diary and appointments, ensuring effective use of time and preparation of papers and information in advance
Prepare and/or draft correspondence for the ED as required
Support ED travel arrangements (visa application, transportation, hotel and flight reservation)
Make arrangements and prepare agendas for LIN Board meetings, LIN team meetings, (including managing and disseminating minutes) and to ensure papers are accurate prepared and disseminated on time.

5. Others (5%)

Support other tasks as needed.
Assist with LIN events as required.

JOB REQUIREMENTS 1. Skills and Experience:

2+ years of administrative experience in an office setting/HR management;
Excellent organizational skills and exceptional attention to detail;
Excellent verbal and written communications (in Vietnamese and English), specifically in customer service field;
Demonstrated ability to manage tasks and prioritize competing demands in order to meet deadlines;
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Drive.

2. Others:

Honesty and strong ethics are required in order to be successful in this position;
Ability to work independently and as part of a team;
Demonstrated capacity and willingness to learn - open to learning new ways of doing things;
Proactive and results oriented; and
Friendly, caring, customer service orientation.

In addition to the above requirements, the desired candidate will:

Be a Vietnamese citizen.
Have a passion for LIN’s mission and commitment to LIN’s core values.
Have a high level of personal and professional integrity and trustworthiness.
Have a strong work ethic.
Thrive in a fast-paced environment.

LIN aims to always show respect and appreciation for each of our staff, partners, volunteers and donors and we ask that all employees show the same respect for members of the LIN team, our partners, volunteers and donors. Expected starting date: As soon as possible

Tags: LIN CENTER FOR COMMUNITY DEVELOPMENT