HR & Admin Manager

Location: Vietnam

Reports to: Hierarchically to Managing Director, Vietnam and functionally to HR Director, APAC

IMCD Vietnam is looking for an organised and reliable HR & Admin Manager. Reporting hierarchically to the Managing Director, Vietnam and functionally to the APAC HR Director, the successful candidate will be responsible for the full spectrum of HR operations and employee lifecycle, as well as overseeing the administration and office operations for the Company.

The role requires a proactive, supportive and responsible candidate who is able to work well in a fast-paced, team - oriented and entrepreneurial environment. This role is based in the Vietnam office.

RESPONSIBILITIES:

Oversee the full spectrum of human resource operations and tasks, including but not limited to:

• Support and provide advisory to Managing Director and line managers on headcount matters including resource planning and recruitment.

• Manage full employee life cycle.

+ End-to-end recruitment process including job postings, interviews, selection, offer negotiation, contract preparation and onboarding.

+ Off-boarding activities including exit interviews, letter preparation etc.

• Maintain and update employee records and ensure all HR documentations are compliant with local labour laws and internal policies.

• Responsible for payroll processing for the company and ensure payroll are processed accurately and timely; assist in resolving any payroll discrepancies.

• Administer training and development programs to support employee growth and retention.

• Manage benefits and leave application for the company; stay constantly up to date with local benefits and changes to the markets that might impact the benefits offering.

• Foster a positive environment for the company and support in organising employee engagement activities.

• Handle queries from employees regarding any HR issues and assist in resolving them.

• Any other ad-hoc tasks as assigned.

Case manage and deliver trusted HR advice on a wide range of employee relations issues using appropriate methods, policies and procedures;

• To work closely with the APAC HR Director on specific cases that come to light in the Vietnam office and to take ownership of managing these cases sensitively.

• To guide, support and manage line managers through all HR situations including but not limited to disciplinary, grievance, flexible working requests, performance management, end of fixed term contracts and redundancy with the support and guidance of the APAC HR Director.

• Encourage and support managers to manage their issues with their employees before they escalate and ensure recommendations are actioned and implemented.

• Escalate appropriate difficult employee situations to the Managing Director and/or APAC HR Director.

• Work collaboratively across the business to ensure the service delivered to employees, managers and other internal customers is consistent, demonstrating a sense of corporate responsibility and commitment.

• Ensure compliance with employment laws; and assist in the creation of, and adherence to, policies and procedures.

• Ensure that employment law knowledge is up to date.

• Ensure office policies and procedures are fully up to date with changes in the local employment law;

• Assess the impact of new legislation on the Company and make. recommendations to ensure that the business is fully compliant.

• Identify any gaps in existing policies and contribute to the development of new HR policies and procedures ensuring effective communication regarding any changes with all stakeholders and consistency in application across the business with the support of local counsel.

• Communicate company policies and provide recommendations for internal process improvement.

Delivery of company-wide projects / initiatives;

• Lead and support in any M&A HR integration project.

• Assist and support the roll-out of global and regional HR projects to ensure objectives are achieved.

• Develop and maintain strong relationships with global and regional HR to ensure global consistency and communicate local differences where necessary.

Office Management

• Oversee the general administration functions and ensure efficient office operations.

• Manage office supplies, facilities management, equipment maintenance and vendor relationships.

• Provides legal administration support to Global HQ and be the liaison person for Regional HQ and the.

• Corporate Secretary.

• Handle company’s confidential information with a high level of integrity and discretion.

• Coordinates and maintains records for the office.

Team Management

• Lead and manage the HR and Admin team.

• Provide training, guidance, and support to the team member(s).

• Ideally a degree in business / HR or relevant experience in a fast-paced coordination environment.

• Minimum 7+ years of relevant HR experiences.

• Good understanding of labour laws in Vietnam and their application.

• Exhibits integrity through fair and ethical behaviour toward others and a demonstrated sense of corporate responsibility and commitment.

• Can be relied upon on maintaining confidentiality.

• Very strong attention to detail is critical to the success of this role as you will be updating and managing many pieces of data across systems, databases and spreadsheets.

• Excellent communications skills is essential – the ability to converse confidently, build relationships at all levels and present a professional image to senior managers and employees alike.

• Fluent written and spoken English and Vietnamese language is essential.

• Confident administration and technical skills – Excel, Word, database awareness, internal systems are also required and this person will have to be able to learn very quickly and not be afraid to ask questions.

• Ability to prioritise workload; multi-task and be time sensitive to tasks which are critical; challenge back when needed.

• Flexible and open to change and new information; adapts behaviour and work methods accordingly.

• Self-motivated, with a positive "can do" and proactive attitude.

• Experience of dealing with ER related processes, such as performance management; absence; disciplinary etc.

• Has related experience in administrative roles.