Human Resource Assistant

Terms of Reference
Human Resource Assistant

BACKGROUND AND SUMMARY

ECODIT is implementing the USAID-funded Green Annamites activity in Quang Nam and Thua Thien Hue provinces in central Vietnam. The purpose of the Green Annamites activity is to assist Vietnam’s transition to climate-smart, low emission, and resilient development that protects people, landscapes, and biodiversity in Vietnam’s priority forested provinces. The project’s overall period of performance is September 26, 2016 to December 16, 2020, subject to the availability of funding, and includes three main tasks:

1. Increase application of low emission land-use;
2. Strengthen biodiversity conservation; and
3. Increase resilience for vulnerable communities.

SPECIFIC DUTIES INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING

Under the overall management of the Project’s Chief of Party (COP) and the direct supervision of the Director of Finance and Administration (DFA), the Human Resource Assistance (HRA) shall support the DFA to assist with the daily HR and administration jobs. Daily tasks include:

Recruitment/New Hire Process

• Participating in recruitment efforts
• Posting job ads and organizing resumes and job applications
• Scheduling job interviews and assisting in interview process
• Collecting employment and tax information
• Ensuring background and reference checks are completed
• Preparing the offer letter as per instruction of the DFA
• Draft employment and consultant agreements when requested
• Preparing new employee files
• Overseeing the completion of compensation and benefit documentation
• Preparing working facilities for new staff including setting up a designated computer, workstation, email address, etc.)
• Coordinating with SCEDFA during recruitment process of any new long-term position
• Conducting insurance registration process
• Serving as a point person for HR questions

Payroll and Benefits Administration

• Assisting the DFA co calculate the payroll and send payroll payment request to the project accountant by the end of the month.
• Maintaining the leave tracking system to record all types of leaves from each staff
• Participating in benefits tasks, such as registering staff insurances, claiming social insurance when requested, reconciling insurance statements, calculating 13 th -month salary, and ensuring the compliance of the company with laws of insurances.
• Preparing the pay slip and delivered to staff after payrolls made.
• Preparing the PIT receipt to employees with information provided by the accountant.
• Ensuring the coverage of the company health insurance policy for employees and their qualified dependents.

Record Maintenance

• Maintaining current HR files and databases
• Updating and maintaining employee benefits, employment status, and similar records
• Maintaining records related to grievances, performance reviews, and disciplinary actions
• Performing file audits to ensure that all required employee documentation is collected and maintained
• Performing payroll/benefit-related reconciliations
• Completing termination paperwork and assisting with exist interviews

Others

• Ensuring the complied registration of Internal Labor Regulation to DOLISA, Payroll Scale to District People Committee.
• Ensuring the timely reports submitted to DOLISA, SCEDFA, and DOIT on the labor hired.
• Taking in charge of visa application for expat visitors.
• Other tasks assigned by DFA.

QUALIFICATIONS AND REQUIREMENTS:

• Bachelor’s degree in Business Administration or other relevant fields.
• At least 3 years working experience in Human Resource Sector.
• Having knowledge and experience in visa, work permit and/or work permit exemption application for expatriates.
• Proficiency in Excel and Microsoft Office products
• Languages: excellent command of written and verbal English and Vietnamese
• Works well under pressure.
• Strong analytical and problem solving skills.
• Team player and have ability to work independently.

HOW TO APPLY

Interested candidates should send application including:

• A cover letter
• Latest CV, and
• Three references.

By January 15th , 2018 to the following address: [email protected]

No phone contact please. Only shortlisted candidates will be contacted for interview.