HR & Administration Officer

Working location: Hanoi Office

10th Floor, Hoa Binh Tower, 106 Hoang Quoc Viet street, Nghia Do ward, Hanoi city, Vietnam.

EE type: Full time Employee

1. Job Description

1.1. Administration Responsibilities (Primary Role)

• Welcome and support guests/visitors to ensure a professional company image (check-in/out records, safety notices, visa support, introductions, etc.).

• Support daily office operations, including procurement of necessities, cleaning services, mailing and courier services, and coordination with building management; ensure general office upkeep and facility management for reception areas, meeting rooms, pantry, storeroom, and common areas.

• Prepare and monitor regular office expenses, including office leasing, electricity, parking, rental cars, office supplies, stationery, telephone, pantry items, drinking water, supermarket purchases, etc.; ensure timely and accurate payment requests.

• Assist the GD/DGD and provide shared services to employees, including air ticket booking, car arrangements, hotel bookings, and other related support.

• Manage vendors and service providers to ensure high quality, reasonable pricing, and service availability as required.

• Handle incoming and outgoing correspondence; receive, send, and track letters and documents as required.

• Perform other administrative duties as assigned by the HR Manager.

1.2. Human Resources Support (Secondary Role)

• Coordinate annual staff activities such as monthly birthday celebrations, Women’s Day, company trips, year-end parties, CSR activities, and other internal events.

• Assist in creating a positive, collaborative, and engaging workplace culture by supporting internal communication and employee engagement initiatives.

• Support the arrangement of annual health check-ups.

• Assist with onboarding arrangements for new employees, including office orientation and coordination with internal stakeholders.

• Provide general support for HR activities under the guidance of the HR Manager.

2. Education Requirements:

Diploma or Bachelor’s Degree in Business Administration, Human Resources, or related fields.

3. Experience & Skills Requirements:

• Strong communication and interpersonal skills;

• Excellent organizational and planning skills;

• Familiarity with office management procedures;

• Proficient in Microsoft Office applications;

• Positive, self-motivated, and proactive personality;

4. Salary & Benefits:

• Salary: negotiate

• 13th-month salary and annual performance bonus.

• Medical Insurance (Health and Accident)

• Year-end party and team-building activities

• Monetary allowance from the Labor union in holidays

5. Corporate Governance and Compliance

All Yokogawa Employees must act with high standards of honesty, integrity, fairness and equity in all aspects of their employment with Yokogawa.

• Compliance must be fully with the content and spirit of all laws and regulations which govern the operation of Yokogawa, it's a business environment, and its employment practices.

• Employees will not enter into any arrangement or participate in any activity that would conflict with the interests of Yokogawa or its corporate regulations nor prejudice the performance of professional duties.

• Employees must actively promote compliance with laws, rules, regulations and the Yokogawa Compliance Guidelines and Yokogawa Australia Code of Ethics and Conduct.

6. Information Security

Yokogawa creates, collects and maintains information that is sensitive and valuable. All Yokogawa Employees must maintain the confidentiality of the Information received, either in writing or verbally, whether technical, business, legal, organizational, personal or any other information that could result in damage to Yokogawa in case of disclosure to unauthorized persons, regardless of whether the information is classified as confidential or not.

Employees must take all reasonable, necessary, and appropriate steps to safeguard confidentiality, integrity, and availability of the Yokogawa’s assets and information.

Information Security.

7. Work Health and Safety

All employees have a responsibility and accountability for engaging with the WHS Management System (WHSMS), their Manager and business unit personnel for the following outcomes:

• engaging with mechanisms agreed for consultation and participation on WHS matters;

• identifying hazards and assessing risks and opportunities;

• complying with all relevant laws, standards, regulations, codes of practice or workplace rules with the support and guidance of your Manager(s);

• determining and implementing timely and effective actions to eliminate hazards and reduce WHS risks associated with or arising from work;

The work performed under the control of Yokogawa where the above applies may be performed by those employed by the organisation, external providers, contractors, individuals, agency workers, and by other persons to the extent the organisation shares control over their work or workrelated activities, according to the context of Yokogawa.

By responding to Yokogawa’s advertisement, consent is considered given to Yokogawa to collect the required personal data for the purpose of recruitment with expectation that Yokogawa will protect personal data with security safeguards that are reasonable and appropriate to the sensitivity of the personal data, to protect it from unauthorized access, use or disclosure and complies with applicable regulatory requirements with respect to the retention of personal data