Internship for Human Resources and Organizational Development Department

Position: Intern for Human Resources and Organizational Development Department

Contract duration: Tentatively from 1 March, 2016 to 30 August, 2016 or 6 months from the date of joining in 2016

Supervisor: Human Resources and Organizational Development Manager (HROD M)

Duty station: AAV Hanoi Office (with travels to the fields if required)

Key working relationship: All AAV staff and Partners

Commencement date: 1 March, 2016

Working time: Full-time post

Allowance/Fee and Budget code: According to AAV’s Intern policy

Budget code: HROD – Staff cost

1. General Context

ActionAid is an international development agency whose aim is to fight poverty worldwide. Founded in the United Kingdom in 1972, for over 40 years, ActionAid works to support the poorest and most excluded people in 47 countries in Africa, Asia and the Americas in securing their rights and eradicating poverty.

In Vietnam, ActionAid operates in provinces in mountainous and remote regions, in the fields of education, women’s rights, disaster preparedness, climate change, governance and food rights.

Following the Organizational Priority 1 (OP1) of AAV Country Strategy Paper V (CSPV 2012 - 2017), AAV is going through the nationalization process and membership plan to make the Country Program a full member of ActionAid Federation. In 2015, AAV successfully became the 27th Associate member of AAI. However, there are a lot more works need to be done to ensure OP1 become realistic by 2017.

At the departure of the Organizational Development Coordinator in January 2016, it is necessary to re arrange the workload in HROD department. Due to the typical nature of HROD work, the internal sharing amongst the current team is recommended to fill the gap of manning, however an extra support of an intern would be required to ensure the smooth operation of the Function.

2. Deliverables (Performance expectation from the Intern)

• Assigned activities are performed with quality and within timeline
• Monthly updates are delivered on time and with quality
• All communications need to copy to Line Manager or should be agreed before distribution
• Other supporting tasks should be delivered with quality as agreed with Line Manager

3. Scope of work (inclusive of key tasks & per indicator)

3.1 OD support

• With guidance, supports all related OD work filing, contracts, payments
• Logistics support travels for Board members, meetings, events, communications
• Compiles and files all types of documentations (video, films, hard copies, soft copies, pictures, stories…) the MDP and nationalization process

3.2 HR Support

• Receives visitors to HROD Office and provides initial support and guidance
• Supports in recruitment including contacting recruiting channels to inform/post vacancies as approved, sending shortlisted candidates to their Line Manager as requested, contacting candidates and arranging writing test and interview
• Registers and submits PIT code for staff and their dependents to Tax authority
• Properly manages Holiday cards in both hard and soft forms and gets the data consolidated on monthly basis
• Updates monthly database of non - staff contracts (consultancy service contract, internship agreement,…)
• Supports stationery registration, post service, monthly taxi payment; filing HROD documents as requested, translation

3.3 Other tasks

4. Qualification

• Education: University degree in Law or relevant field
• Work experience: Experience with development projects and/or INGOs would be an advantage.
• Language(s): Advanced level of English and Vietnamese
• Other attributes desired: High sense of confidential, judgmental, cooperative, and with accountability

5. Payment (Rate of fee/allowance per working day, insurance provided, time of payment)

The Intern will be paid allowance according to AAV’s Intern policy. This allowance includes all costs for PIT, insurance coverage and any fee if applicable except for 24/7 Accident Insurance which will be covered by AAV.

The Intern will be paid within 10 days after submitting full payment request pack including request forms, timesheet, approved report for the month. The payment request pack should be sent to Finance Department no later than 7th of the coming month.

6. Other benefit and responsibilities

• ActionAid International Vietnam will write reviews and acknowledge after the collaboration period of the Intern with AAV if s/he meets the requirements of AAV and at his/her request to apply to other organizations.
• The intern is expected to follow strictly the Intern Policy and other related policies of AAV.

7. How to apply

Written application letter in English together with full curriculum vitae should be sent to [email protected] by 08 March 2016 (please indicate subject as: Application for the post of Intern for Human Resources and Organizational Development Department)