HR & Admin Officer

POSITION OVERVIEW

The HR & Admin Officer will support the HR & Admin Manager across all aspects of HR operations administration and employee engagement. This role is ideal for someone who is organized people-oriented and eager to grow in a dynamic international environment.

KEY RESPONSIBILITIES

HR Operations

• Process onboarding and offboarding procedures for employees
• Prepare and manage labor contracts appendices termination agreements and other HR documents
• Track and manage employee probation periods and contract renewals
• Maintain accurate and organized employee records and HR databases (both physical and digital)
• Manage timesheets overtime and leave; prepare and update monthly OT & leave reports
• Assist in managing employee benefits and trade union benefits (health insurance birthday gifts holiday bonuses etc.)
• Manage PA & Healthcare insurance registration reduction updates and guide employees on claim procedures when necessary
• Ensure HR compliance with Vietnamese labour law and company policies
• Prepare HR reports as required by management
• Support internal and external audits

Employer Branding Employee Engagement & Events

• Support social media content creation and posting in LinkedIn Facebook
• Assist in building and maintaining the companys employer brand
• Support the planning and execution of company events (Family Outing Company Trip Gala Dinner workshops etc.)
• Assist in internal communications and employee engagement activities

Business Trip Visa & Work Permit Support

• Work with vendors to support employees in preparing for business trips including visa applications hotel and airfare booking etc.
• Assist foreign employees with visa work permit and temporary residence card applications
• Track visitors total stays in Vietnam visa and work permit expiry dates for foreign employees and initiate renewals

Expense Management

• Manage employee expense reimbursements (taxi self-driving business trips and others) and expenses payable to vendors
• Compile expenses to create a bi-monthly payment list; collect and review payment documents to ensure compliance with accounting regulations and the companys internal policies
• Maintain expense trackers and prepare expense reports for assigned groups of employees

Administration

• Manage office supplies equipment and vendor relationships
• Manage vendor contracts and other company documents
• Support other administrative tasks as assigned

REQUIREMENTS

Education & Experience:

• Bachelors degree in Human Resources Business Administration or a related field
• 23 years of experience in HR and/or administrative roles
• Experience in a multinational company or HR consulting firm is a plus

Skills & Competencies:

• Good command of English (both written and verbal)
• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to handle confidential information with integrity
• Responsible proactive positive attitude and willingness to learn
• Good communication and interpersonal skills
• Ability to use design and video-making tools to create posters banners videos etc. is a plus
• Knowledge of Vietnamese labour law immigration law social insurance and personal income tax regulations is a plus