Vacancy Announcement:  Human Resources & Administration Officer

 

AIP Foundation

AIP Foundation is a non-profit organization dedicated to saving lives on the roads and increasing access to safe, equitable, and sustainable mobility for all. We envision a world with zero road injuries and fatalities. Beyond empowering underserved road user communities, AIP Foundation tackles injustice related to youth engagement, workers’ rights, gender equality, and environmental issues. For further information, please visit www.aip-foundation.org.

 

Who We Are

• 50 passionate humans making the world a better place
• An inclusive and women-led non-profit
• A blend of local and international employees implementing programs in Vietnam, Cambodia, and Thailand.

 

We are looking for a qualified candidate to fill the following position at our office in Ho Chi Minh City, Vietnam.

 

Human Resources & Administration Officer

Duty station:                    Ho Chi Minh City, Vietnam

Status:                               Full-time; Permanent

Application due:              7^th March 2025 (Applications will be reviewed on a rolling basis)

Starting date:                   As soon as possible

 

Position Profile

The Human Resources and Administration (HR-Admin) Officer reports directly to AIP Foundation’s Chief of Staff and will support in ensuring smooth and efficient administration of Human Resource processes across the organization’s various offices: Cambodia, Thailand, and Vietnam. This role will lead internal coordination for recruitment, onboarding and contracting, employee record management, contract renewals, exits, and other HR and administrative functions. The HR-Admin Officer will also support the Chief of Staff with research and special projects aimed at improving the organization’s HR and Administrative policies and procedures to enhance operational efficiency, ensure compliance with best practices, and foster a positive workplace culture.

 

Key Responsibilities

• Human Resources Support
  • Lead the recruitment process, including posting job vacancies, screening applications, coordinating interviews, and maintaining candidate records.
  • Support onboarding processes, ensuring new hires receive necessary documentation and training.
  • Maintain and update personnel records via HR database — including personnel files, contract and work permit renewal dates, and performance evaluation reminders.
  • Assist in the review of employee benefits, health insurance, and staff handbook to ensure compliance with labor laws.
  • Support performance evaluation processes by tracking deadlines, coordinating with Line Managers, and organizing relevant documentation.
• Compliance and Policy Implementation
  • Ensure HR processes comply with internal policies and legal requirements.
  • Assist in researching, improving, and drafting HR policies, procedures, and staff handbook to:
    • Enhance operational efficiency;
    • Ensure compliance with best practices;
    • Foster a positive workplace culture.
  • Administrative Support
    • Coordinate with external partners, vendors, and service providers on HR and Admin-related assignments, as needed.
    • Support the Chief of Staff with administrative projects and ad-hoc requests, as needed

 

Requirements: Qualifications, Experience, Skills

• At least 3-5 years of relevant experience in project management, administration, and/or human resources.
  • Bachelor’s degree in Human Resources, Business Administration, or a related field.
• Strong operations and project management skills – highly organized, excellent time management, detail-oriented, innate problem-solver, and dedicated to effective execution.
• Excellent communication and interpersonal skills – confident in communicating effectively with diverse audiences.
• Tech-savvy, AI-literate
  • Proficiency in Microsoft Office (Word, Excel, Powerpoint) and Google Suite
  • Already actively using AI tools for efficiency either professionally or personally
• Excellent English proficiency

 

Application Requirements

Applications are due 7^th March 2025. However, please note that applications will be reviewed on a rolling basis and interviews may be conducted before the closing date.

 

Please submit the following application materials to Ha Phan, Operations and System Support Officer at [email protected] :

 

• CV and Cover Letter
• Written Responses (Max 300 words for each question and shared as a Word or PDF attachment):
  • Why do you want to work for AIP Foundation, and how does this role align with your career goals?
  • Describe a time when you handled an administrative or HR-related challenge. How did you resolve it?
• (Optional) Video Introduction: Submit a 1-2 minute video introducing yourself and explaining why you are a good fit for this role.

 

Applications will be carefully vetted – including working history and background checks. Incomplete applications will not be considered.