Administration and Purchasing Officer

Area: HCMC Head Office
Start: ASAP
Salary: Negotiable, based on qualifications and experience

Main responsibilities include

1. HR Administration
- Maintain office policies and procedures.
- Participate in recruitment process i.e. post job ads and organizing resumes and job applications in confidential manners, search and store potential candidates
- Schedule job interviews and assisting in interview process
- Working with HR in MTTH to maintain good employee records
- Ensure background and reference checks are completed
- Prepare HR report under scope
- Oversee the completion of compensation and benefit documentation (only as allowed to)
- Orient new employees to the organization (setting up a designated log-in, workstation, email address, etc.)
- Conduct benefit enrollment process
- Update and maintain employee benefits, employment status, and similar records
- Support quarterly KPI report
- Support trade union matters

2. Office Administration
- Coordinate various office support services, including supervising purchasing processes and selecting vendors.
- Oversee the maintenance of buildings, grounds, security and office equipment for an organization. Duties include scheduling repairs, renovation projects and safety inspections. Manage contractor and vendor relationships.
- Prepare the purchase requisitions and order all materials for the office.
- Negotiate to get the good price from the supplier.
- Follow the documents and arrange the payment for the supplier.
- Lead 5S in office

3. Local Purchasing
- Collect purchase orders and purchase requisitions in order to order local materials, goods and office items.
- Perform selecting supplier (vendor list) and purchasing process as to appropriate internal control (awareness of code of conduct)
- Co-ordinate with sales manager/sales representative for specification of local items and complete supporting document
- Interact with the suppliers on a day to day basis.
- Review deliveries against the orders.
- Track the status of any orders.
- Ensure that invoices are sent to accounts for record has received goods in proper manner (physical, quality check)
- For subcontract service, ensure service is already provided to the stage that we can pay to supplier
- Produce and maintain related reports
- Prepare supporting document for all purchasing following F&A's requirements

Requirements:
- Strong communication skills and HR administration
- Proven admin or assistant experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and priorities work
- Attention to detail and problem solving skills
- Proficiency in MS Office
- Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
- Must be able to communicate clearly, both written and orally, as to communicate with employees, members of the HR management team, and in group presentations and meetings
- Must be able to prioritize and plan work activities as to use time efficiently
- Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback

Qualifications:
- Bachelor Degree in Business & Administration
- Fluency in English, written and spoken

Experience:
- 1-2 years in HR and Administration
- Action-oriented and self-motivated, outspoken with excellent listening abilities
- Dynamic and adaptive, looking to develop her/himself continuously

- Commission & Bonus
- Training on products in Vietnam and abroad, professional sales coaching
- Dynamic team and open atmosphere

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