Administration and HR Manager

Position title:      Administration and HR Manager
Workplace:         HFH Vietnam (HCMC Office), travelling to project offices when needed 
Reports to:         Deputy Country Director & CFO
Supervises:        Direct: HR Executive, IT Officer, HCM Office Administrator;
Indirect:            Project Office Administrators 
Relates to:        Public, social and professional HR and “staff equity” interests or service  groups.  Coordinates with HFH Vietnam’s Operations and  Program Team, and with HFHI/Asia Pacific Area Office.
Start date:         November 14, 2011

The Administrative and Human Resources Manager is responsible for providing professional administrative support and HR-related services to the Habitat for Humanity Vietnam (HFHV) operations, programs and staff. This position will ensure that the HR policies and administrative practices enable HFHV to work in an effective, efficient and consistent manner in compliance with Vietnam regulations.
Key areas of responsibilities:    
Human Resources Management
1. Manage the recruitment, selection and hiring of new HFH Vietnam staff, service contractors and short-term volunteers,
2. Ensure that a job planning and performance management system is established and implemented for all staff,
3. Provide coaching and training to direct supervisors as necessary in all aspects of the HR function, including salary and benefits administration, recruitment and hiring processes, employee relations, etc.,
4. Establish and maintain relations with government, labor union and other related personnel stakeholders,
5. Provide staff with orientation and updated guidelines
6. Ensure that an effective training process is in place for staff, including training needs assessments, professional development plans, and monitoring the implementation of those plans.
7. Ensure the implementation of updated HFHV’s HR policy and Code of Conduct,
8. Ensure that HFHV is operating within the statutory requirements of Vietnam’s Labor Law and regulation (including but not limited to work permit, visa, HFHV’s permit),
9. Ensure that job descriptions are developed for new positions and reviewed/revised for ongoing positions as required,
10. Ensure that the organizational chart and staff’s contact information including staff’s personnel profiles are updated on a regular basis i.e. monthly or quarterly.
11. Performs other relevant tasks as assigned by the Deputy Country Director and Country Director

Administrative Support
- Planning, organizing, providing leadership and controlling all administrative functions.
- Ensure front-desk reception is managed in a professional manner (walk-in, telephone calls, emails..)
- Ensure IT infrastructure, office facilities and equipment are maintained and under updated insurance policy
- Ensure office supplies are managed in a cost-effective and efficient manner (good tracking system…)
- Ensure logistics are arranged in a professional manner (e.g. transportation arrangement, hotel booking…)
- Ensure documentation of important documents are properly filed (in both printed and electronic copies)
- Manage overall office communication and IT e.g. arrange or coordinate conference calls
- Manage overall operation i.e. office renting, security services, safety plan
- Performs other relevant tasks as assigned by the Deputy Country Director and Country Director

Requirements:
1. Alignment with the values, vision and mission of HFHI in general and HFHV in particular 
2. University Degree, in related field (HR or business management)
3. Minimal 3 years of experience in Admin & HR management in a large non-profit or corporate multi-cultural environment
4. Fluency in written and spoken English required
5. Strong customer service, interpersonal, communication and organizational skills
6. Ability to facilitate change, persuade and negotiate to reach acceptable compromise/solutions among all levels in the organization
7. Extensive working knowledge of Vietnam’s employment laws
8. Demonstrated understanding of HR technical areas, such as compensation and benefits, employment, job evaluation, salary administration, performance management and personnel development
9. Computer proficiency in MS Office suite and Outlook

Benefits and Performance Appraisals
- Benefits will be provided as guided by Terms of References and/or contractual agreement and as required by standard labor policies and practices of the Socialist Republic of Vietnam as related to INGO operations in Vietnam and guided by best practices from HFHI policy and guidelines.
- Annual or project specific job plans will be developed with supervisor and management team will objectively guide and serve as assessment tool for regular (3-6 months) performance assessments and formal annual or end of contract performance appraisals.

How to Apply:
Please note that only short-listed applicants will be contacted for this position and that applications will be reviewed on a regular basis. Given the necessity to fill this position as soon as possible, we may offer this post before the closing date (November 02, 2011); therefore candidates are urged to submit their application in a timely fashion to:
Human Resource Department
Habitat for Humanity Vietnam
Email: [email protected]

Your e-application must include:
A cover letter clearly demonstrating your suitability for this position
A comprehensive CV (no more than 02 pages)
Appropriate writing report in English, summarizing your recent updated practical experience in and professional knowledge of administration and HR management (no more than 1,000 words)
Contact details (including telephone number and email) of at least 02 referees, including direct supervisors

HFHI is a non-profit, ecumenical Christian housing ministry that seeks to eliminate poverty housing and homelessness from the world, and to make decent shelter a matter of conscience and action. HFHI International was founded in 1976. Its headquarters is located in Americus, Georgia, USA. The Asia-Pacific office is in Bangkok, Thailand.
Habitat for Humanity International in Vietnam is an Equal Opportunity Organization