Office & HR Manager

Position Title: Office & HR Manager
Directly Reports To: COO, initially to Chief Accountant
Indirectly Reports To: Group Director, Vietjet People Department
Function / Division: Operations
Location: Ho Chi Minh City, Vietnam

Position Purpose (a succinct statement of why this role is required)
• Perform reception, office management and HR duties.
• To ensure that those tasks are managed in an effective, professional, timely and accurate manner.
• Act as the liaison for Vietjet People Department, and relevant suppliers and contractors and respond to inquiries regarding company service

Core Accountabilities (what are the major tasks the role will be accountable for)
For Admin function:
• Manage the reception and office management duties
• Coordinate and maintain organisational administrative procedures regarding installation and maintenance of support equipment including overseeing work by contractors and report as required
• Review carrier / supplier best plan / price agreements and ensure that the best plans are in place for maximum cost savings
• Resolve problems and respond to all inquiries, internal and external, concerning organisations equipment maintenance and internal services provided
• Telecommunications project management: Management of company’s fixed line and mobile phone suppliers including analysis around billing, resolution and cost reduction and report as require
• Coordinate any relocation needs of the business including floor fit-outs / renovations / making good, when necessary
• Support in develop/update in-house administrative systems and procedures as required
• Coordinate administrative procedures regarding induction of new employees and exit process
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities. maintaining supplies of stationery and equipment
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Responsible for the facilities day-to-day operations
• Nurture a positive working environment
• Administers benefits programs such as life, health, pension plans.
• Review carrier / suppliers best plan / price agreements and ensure that the best plans are in place for maximum cost savings
• Resolve problems and respond to all inquiries, internal and external, concerning organisations equipment maintenance and internal services provided
• Support in develop/update in-house administrative systems and procedures as required

For HR function:
• Oversees and manages the work of reporting Human Resources staff. Encourages the ongoing development of the Human Resources staff.
• Selects and supervises Human Resources consultants, attorneys, and training specialists, and coordinates
• Conducts a continuing study of all Human Resources policies, programs, and practices to keep management informed of new developments.
• Leads the development of department goals, objectives, and systems. Provides leadership for Human Resources strategic planning.
• Establishes HR departmental measurements that support the accomplishment of the company's strategic goals.
• Manages the preparation and maintenance of such reports as are necessary to carry out the functions of the department. Prepares periodic reports for management, as necessary or requested, to track strategic goal accomplishment.
• Develops and administers programs, procedures, and guidelines to help align the workforce with the strategic goals of the company.
• Develop and manage Human Resources Information System.

Key Challenges (what aspects of the business, culture or internal/external environment may significantly impact on the position)
• Prioritising and managing multiple programs
• Working with finance staff to ensure all key deliverables are met on a timely basis
• Working with a broad range of internal clients – local and international, to work with international and local cultures and to communicate with all levels of staff effectively
• Ability to prioritise work and meet deadlines
• Attention to detail
• Good interpersonal and communication skills
• Ability to work to tight deadlines
• Flexible and adaptable to the changing workloads
• Ensure smooth office operations, including all seating, equipment and communication issues

Key Success Measures (what will success in the position look like; quantitative and/or qualitative)
• Smooth office operations, including all seating, equipment and communication issues
• HR issues are dealt with in a timely and confidential nature
• Good relationships are maintained with all external suppliers and consultants
• Reception area / meeting room / kitchen area are clean and tidy at all times
• Office and kitchen supplies are well stocked at all times
• All administration tasks are carried out accurately and in a timely manner
• Office equipment is maintained and in good working order

Behavioural Competencies (personal traits required to be successful)
• Managing multiple challenging tasks to a deadline
• Initiative and innovation
• High level of accuracy and attention to detail
• Very effective organisational and problem solving skills
• Strong team player
• Pro-active

Technical Competencies and Qualifications (min/desired skills & knowledge)
• At least 3yrs experience in a comparative role
• Excellent written and oral communication in English and Vietnamese
• Proficient in Excel, Word, Outlook and Powerpoint
• Capable of booking and managing business travel
• Payroll and HRIS experience advantageous
• Event management know-how

- Follow the company policy

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