Human Resources Officer

** Summary of the Position
The Project HR Officer is to guarantee that MAG is an effective, responsible and compliant employer by ensuring all Human Resources administration processes are completed, including data entry, maintaining files, records and systems, verification and ensuring the quality of local HR reports and data releasing internally and externally, ensuring the smooth coordination of local HR function with other departments and co-workers in the organization and maintaining close communication in providing guidance and support to local employees to ensure practices in compliance with HR SOPs and local labour law requirements.

** Specific Areas of Responsibility
1) Labour Law Compliance
• Ensure that HR policies and procedures in place are compliant with all labour law, highlighting any current or future areas of risk or non-compliance to Line Manager;
• Ensure that contracts, handbooks, policies and procedures are compliant with national and provincial labour law and reflect current practice;

2) Recruitment and Selection
• Ensure that efficient and transparent recruitment processes are applied for the selection of new staff.
• Ensure that recruiting managers have the necessary skills, training and tools to carry out effective and efficient recruitment, selection and induction initiatives;
• Develop induction and briefing programme and deliver to new employees;

3) HR Data Management and Administration
• Supervise a HR assistant based in Quang Tri to manage day-to-day HR issues of the programme in Quang Tri. Conduct Performance Evaluation of the HR assistant in coordination with HRAM to maintain job satisfaction and address staff development need.
• Ensure that HR database is kept up-to-date in MAG Quang Tri;
• Maintain oversight of an effective and efficient HR and administration system including both hard and computerised files, ensuring that personnel files are complete and kept up to date in MAG Quang Tri, that adequate paperwork is maintained to evidence robust HR and admin procedures;
• Support recruitment administration such as:
o Posting advertisements or preparing staff requests for DOFA,
o Logging applications,
o Coordinating interview arrangements and assisting with the new starter processes;
• Draft employee correspondence as instructed, including leaver letters, new starter documentation, contractual changes etc. in English and / or Vietnamese as required;
• Maintain both hardcopy and electronic personnel files;
• Maintain absence, attendance and holiday records and update files/records as required;
• Verify Social, Health and Unemployment insurance (SHUI) reports and relevant insurance claims to local Authority;
• Provide the guidance to staff to complete dossiers involved to personal accidents and work directly with the Accident Insurance Company to process claims in accordance to the contract signed between MAG and Insurance Company;
• Accurately collate any other information as required to assist with payroll preparation
• Complete data entry for payroll on a monthly basis;
• Ensure all paperwork is filed on personnel files and all HR records and systems are kept up to date;
• Provide the data on the numbers of staff changed on a monthly basis to the Finance Department (staff of promotion; new employment, unpaid leave, maternity leave, dismissal etc);
• Support new employees to open the bank account for being sent to the Finance Department;

4) Local employee relations
• Act as local based key contact on maintaining daily communication with employees either individually or through trade union channel to ensure the positive employer-employee relations;
• Discuss and share with managers on their communication, feedback, recognition and interaction responsibilities with the employees who communicate to them to seek for help on their problems, recommend solutions based on direct and close observances locally;
• Support in conducting surveys to investigation employees’ opinions before new policy issuance and measure employee satisfaction and engagement for transmitting effectively HR related messages from management and minimize risks;

5) General
Provide support to other relevant tasks as required by the Line Manager

** Person Specification
• The ability to work and communicate in both English and Vietnamese
• High level of computer proficiency – particularly with MS Word, Excel and Outlook
• Ability to work in a dynamic and busy environment.
• Good communication skills
• To always work within the MAG Code of Conduct
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.

** Grade
This position has been graded at Grade 6 of the MAG Vietnam Salary Scale. This grading has been based on the following minimum competency and experience criteria:
1) Competencies
• Demonstrated ability to use a computer
• Ability to work with limited supervision
• Ability to effectively Line Manage HR Assistant
• Background in labour laws or paralegal matters

2) Experience
• Must be able to work and communicate in English
• Prior work experience within HR function

- Annual leave, Insurance and Policy following Labor Law
- Competitive salary
- Premium Healthcare for employee

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