HR & Admin Specialist

Work Location:

Ho Chi Minh City with some domestic and international travels as required.

Report to

National Director

Direct reports

Admin and HR Officer

Coordinates with

Senior HR-Admin Manager

Department

HR & Admin (HRA)

JOB SUMMARY

1. Coordinates and provides advice and active support to the leadership and management team on key issues in human resources management to achieve the strategic goals of Habitat Vietnam.
2. Plan and implement business partner services to execute Habitat Vietnam Human Resources strategies and strategic framework
3. Ensures that relevant policies, systems, and procedures of HFHV are compliant to local laws and the HFHI standards and consistently implemented throughout the organization. 
4. Supports the National Director and management team in the creation of an organizational culture that facilitates the growth, retention and empowerment of skilled staff and fosters a positive and highly productive workplace.
5. Leads the Culture Team of Habitat for Humanity Vietnam to foster a healthy work environment for staff.
6. Analyzes administrative service needs to support specific business operations and advises/oversees on delivery of specialized administrative support related to office operations.

KEY WORKING RELATIONSHIPS

Will this position work with vulnerable groups?  Yes      No x

• Works internally with all management levels and staff.

Key internal contact: staff from all Departments (Finance, Program Operations, Resource Development & Communication, staff members from HRA Dept)

• In contact with government agencies, HR-A related service providers, local authorities, banking contacts

Key external contact: FOSCO, PACCOM, Vietnam Union of Friendship Organizations, DOLISA, Immigration Department, Tax Office, DOFA, admin suppliers

KEY ACCOUNTABILITIES / RESPONSIBILITIES

1. CONTRIBUTE TO ORGANIZATIONAL (HFHV) DEVELOPMENT

• Monitor HR best practices for efficiencies and innovations in recruitment and workforce planning to support the continuous organizational optimization program of Habitat Vietnam.
• Coordinate, provide advice to the management on key issues in human resources management and leads actions to achieve the strategic goals of HFHI-Vietnam.
• Propose initiatives/approaches to National Director and management team in the creation of an organizational culture that facilitates the growth, retention and empowerment of skilled staff and foster a positive and highly productive workplace. Manage implementation of the defined solutions/programs.
• Leads Habitat Vietnam’s Culture Team to discuss ideas that could help serve the organization’s culture and to create initiatives to promote a healthy work environment.

2. MANAGE HR PLANNING AND OPERATIONS SERVICES, EMPLOYEE RELATIONS, PERFORMANCE MANAGEMENT

• Defines HR objectives and practices that are aligned with HFH Vietnam strategy, objectives, and priorities.
• Coordinate and provide advice and active support to hiring managers throughout the recruitment process, such as: identifying resourcing options and strategies, adherence to policy, develop assessment materials, coordinate interviews etc.
• Manages recruitment of new staff and interns and contributes to review of service contractors and short-term to long-term volunteers in collaboration with relevant units. Ensures Safer Recruitment Tools and Background Screening policy, Equal Employment Opportunity Policy are properly and fully implemented. 
• Coordinate and organize HR systems to ensure smooth due processes in the selection and onboarding phase; background checks, offer & contracts, system set-up, induction, and orientations etc.
• Works closely with National Director and management to develop organizational core capacity development programs. Facilitates supervisors and their staff identifying skills gaps and development opportunities.
• Works closely with National Director to develop and drive the implementation of the performance management system, including the facilitation of the annual job plan, performance appraisal, and staff development.
• Serves as a link between management and employees by handling questions, interpreting, and administering contracts and helping resolve work-related problems.
• Work with the National Director and management team to identify and implement employee engagement activities that will enhance alignment to Habitat mission and enhance employee morale.
• Generate HR reports, matrices, data, and analyses on a regular basis, e.g., staff turnover, engagement, retention in collaboration with APHR team and suggest improvements.
• Establishes and maintains relations with government, labor union and other related personnel stakeholders.
• Ensures that HFHV is operating within the statutory requirements of Vietnam’s Labor Law and regulations (including but not limited to work permit, visa, HFHV’s permit), and applicable HFHI standard policies.

3. BACKSTOP OFFICE ADMIN SUPPORT

• Facilitates and supports staff to develop/obtain administrative objectives and practices aligned with HFHV objectives and priorities.
• Provides backstopping to office administration staff in the implementation of objectives, ensuring delivery of high-quality support in line with the organizational and country local laws and regulatory requirements.
• Provides guidance when needed, regular supervision to ensure delivery and implementation of Admin services are in line with HFHI, HFHV policies and procedures.

4. MANAGE HR & ADMIN TEAM

Leads the HR and Admin Team in the implementation of departmental objectives, HFHV HR Policies, and Code of Conduct, ensuring delivery of high-quality support in line with the organizational and country local laws and regulatory requirements:

• Facilitates clear admin assignments for work effectiveness.
• Supervises accomplishment of annual objectives and routine services.
• Manages planning of annual budget in line with HFHV business plans and priorities.
• Reports violations of HFHI and HFHV policies if any and applies effective preventives and corrective measures.

5. IMPLEMENTE CROSS-FUNCTIONAL RESPONSIBILITIES

• Manages completion of cross-function reports, activities on time and accurate
• Collaborates with Finance Department to implement and solve matters relating to procurement and travel, asset management policies.

6. ENSURE LEGAL COMPLIANCE

• Ensure staff’s compliance toward policies and procedures of the organization; ensure that all subordinates in the team complete the mandatory safeguarding induction training and annual safeguarding refresher training.
• Study and abide by the requirements of HFHI Ethics Covenant, Safeguarding, Child Protection, Discrimination, Bullying and Harassment policies throughout the course of employment with Habitat Vietnam.
• Create and maintain an environment that prevents harassment, sexual exploitation, and abuse, safeguards the rights of beneficiaries and community members (especially children and adult at-risk), and promotes the implementation of Habitat for Humanity’s code of conduct.
• Formally report to the designated safeguarding focal point all safeguarding concerns and allegations brought to your notice in your unit/project

WORKING CONDITION & CONTEXT

• Frequent contacts with all levels within the organization
• Collaborates with different functions

STANDARD PERFORMANCE EXPECTATION

• Robust HR plan supporting Habitat Vietnam’s ongoing optimization program 
• Timely resolution of HR and other staffing issues
• Equity and consistency in the provision of compensation and benefits
• Employee lifecycle and staff retention
• Increased HR and office administration capacity in Habitat Vietnam
• Effective HR system deployment and functioning
• Effective backstopping provided to office administration initiatives

CRITICAL JOB REQUIREMENTS

1.     Minimum education & Technical competencies

• Bachelor degree or post graduate in HR Management, General Management or related fields.
• Demonstrates understanding of HR technical areas with a specific knowledge of the context of Vietnam, such as compensation and benefits, employment, job evaluation, salary administration, performance management and staff development.
• Demonstrates knowledge and working experiences in aligning HR strategies with business strategies.
• Extensive working knowledge of Vietnam’s employment laws
• Minimum of 6 years’ experience in HR and Administration in a specialist or management role in a large-to-medium-sized non-profit or corporate multi-cultural environment
• Have some knowledge of Information Technology for business.

2.     Business competencies

• Fluency in written and spoken English required.
• Excellent interpersonal and relations management skills. Strong customer service approach, communication, and organizational skills
• Ability to facilitate change, persuade and negotiate to reach acceptable compromise/ solutions among all levels in the organization.
• Strategic thinker, decisive, articulate.
• Proficient knowledge & skills in using word, excel, PowerPoint, email, internet…

3.     Work style

The job requires:

• A strong sense of honesty, humility, accountability
• Ethical, reliable, responsible, and dependable
• Maintaining calm and composure, keeping emotions in check, controlling anger, and avoiding aggressive behaviour, even in very difficult situations.
• Willingness to lead, take charge, and offer opinions and direction.
• Working well with different people on the job and displaying a good-natured, cooperative attitude.

4.    Physical condition

• The job requires normal health condition for office working with some domestics and international travels as required.

AT HABITAT WE COMMIT TO PROVIDE PEOPLE WITH FOLLOWING VALUES:

1. Competitive salary and benefits comparing with other iNGOs in Vietnam 
2. Open, collaborative and supportive working environment
3. Experiencing meaning of community development through Habitat’s projects