HR Office Executive (Vietnam Rep Office)

1) Office Administration

• Handle incoming calls and attend to visitors.

• Responsible for maintaining up-to-date employee contacts and employee records.

• Make travel arrangements including air tickets, accommodation, transportation and visas application for staff when needed.

• Provide office administrative support to ensure smooth running of the representative office including manage office supplies, stationeries, incoming mails/ correspondence, and vehicle administration.

• In charge of office facilities including renewal of office space, maintenance of office, and utilities like power and water supply, etc.

• Do searching/ dealing with vendors (price/ contract/ invoice etc)

• Provide the pantry with a variety of snacks and coffee within budget.

• Assist in the application of all required licenses for business operations in Vietnam.

• Review and update forms, letters and administration templates when required.

• Prepare and issue related letters to staff.

• Act as a bridge between the office and external stakeholders such as auditors, custom brokers, government departments for work like work permit application etc. and assist with the filing of claims.

• Translate all document/ materials from English to Vietnamese when required.

• Assist Singapore office with administrative duties when assigned.

• Any other ad hoc administrative duties as assign by the Supervisor/Manager.

2) Recruitment

• Support recruitment through posting vacancies on various recruitment platforms and manage responses to candidates.

• Schedule and conduct initial screening interviews for shortlisted candidates.

• Extend job offer to candidates.

• Update employee job descriptions as and when needed.

3) Onboarding/ Offboarding

• Conduct new employee onboarding process for new hires, including orientation and training.

• Coordinate offboarding activities, including exit interview and necessary paperwork.

4) Employee Data Management

• Maintain accurate employee records, both hard copy and electronic, ensuring timely updates and corrections.

• Manage employee annual leave records and coordinate with service agency for updates and compliance with Compensation & Benefits (C&B) policies and procedures.

• Prepare and handle procedures related to employment contracts, social insurance, health insurance, PIT registration and related employee documentation in compliance with labour law.

• Monitor and review the monthly and periodic labour reports and operational report provided by service agency before submitting to government authorities.

• Prepare and support in organizing annual health check-ups and documentation as required in labour law.

• Draff internal document including the employee handbook and internal labour rules.

5) Compensation & Monthly Payroll Processing

• Prepare employee’s salary proposal for approval.

• Support in annual salary review exercise.

• Stay abreast of local employment regulations and adjust employee benefits when necessary.

• Yearly review and renewal of employee related insurances.

• Drive employee engagement programs.

• Any other human resources duties as assigned by the supervisor.

6) Payment and Petty cash management

• Prepare/ manage regular office expenses (courier, office rental, maintenance, utilities, office supplies and other related costs)

• Request payments related to office costs to Finance Department timely and properly.

• Provide guidelines for expense claims, ensuring budget compliance and obtaining necessary approvals.

• Handle petty cash and accurate recording.

• Coordinate scanning and sending of payment vouchers to Headquarters for validation.

• Assist in liaising with banks for payment transactions including expense and salary payments with approval from the headquarter.

7) Trading Assistance

• Assisting Trader in and managing transactions per below:

- Email request to Finance department regarding payment and invoice to customers timely and accurately.

- Managing documentation and compliance requirements including trade confirmation, certification of analysis, packing list and shipment schedules for trading activities.

- Assist in sending email for counterparties contracts, invoices and payment advice.

• Preparation of sales and purchase contracts for suppliers and buyers.

• Assist with updating and maintaining any spreadsheet, databases and distribution of up-to-date information on all trading activities to share folder and other appropriate personnel.

• Cash flow planning providing Trader’s guidance.

Educational & Professional Qualifications

• Minimum Diploma & above

• Proficiency in English and Vietnamese (both written and verbal) to ensure seamless communication with our stakeholders.

• Proficiency in using Microsoft Office applications (Outlook, Word, Excel, PowerPoint etc.)

Relevant Experience

• Minimum 2 years of experience with similar capacity in recycling or adjacent industries preferred.

Personal Characteristics & Behaviours

• Demonstrate excellent teamwork abilities, possessing strong interpersonal skills to effectively engage and collaborate with colleagues in achieving the shared goals.

• Ability to work independently and as part of a team.

• Self-starter with the initiative to get work done.

• Meticulous and attentive to details.

• Possess good interpersonal and communication skills.

• Adaptable and flexible, responsive to market fluctuations and changing trading conditions.