Operations Executive

Department: Operations Location: Hanoi office with travels to the fields and internationally as required
Reports to: Operations Director Type of contract: Fixed term
Staff directly supervised: Admin Support Officer
IT support Officer JD consulted with: SMT/CD
1. WORKING CONTEXT
ActionAid International (AAI) is a unique international federation working for a world free from poverty and injustice. ActionAid Federation was registered in 2003 in the Netherlands, with head office based in Johannesburg, Africa and national members and secretariat offices in Asia, Europe, Africa and the Americas.

ActionAid started working in Vietnam since 1989, established its Representative Office in Hanoi in 1992. Since then, it has been focusing the work to end poverty and promote sustainable development in mountainous, remote and difficult regions as well as poor urban areas across Vietnam. ActionAid works in partnership with local partners in different provinces and applies Human Rights Based Approach to its entire works.

2. JOB PURPOSE SUMMARY
Ensures smooth operations for ActionAid Office in Vietnam will be developed and maintained. Operation practices (HR, Admin, IT), processes and issues are handled in accordance with AAV’s policies and prevailing national related laws and regulations.

3. AUTHORITY
• Manages a team of 2 members
• Manages assigned budget for HR, Admin, IT
• Actively works within assigned tasks

4. KEY WORKING RELATIONSHIPS
Internal
• All staff of AAV,
• AAI’s focal persons on issues related to management of HR, IT and Admin External
• HR: AAV’s Partners, Consultants, DIPSERCO/ MOFA, INGOs, Insurance companies
• Administration: Government institutions that have relationship with ActionAid, Donors, Media, Suppliers, Contractors, Consultants
• IT: AAI IT team, IT suppliers and vendors
 
5. MAIN AREAS OF RESPONSIBILITY
Key responsibilities/ accountabilities Key performance indicators
1. HR tasks
1.1. Proposes and implements team building programme and staff/public relations to ensure a positive working environment in the organization
• Staff events: staff meetings, staff retreats, farewells and welcome etc. are organized
• Staff relations and staff engagement activities such as visiting sick staff/relatives, funerals, weddings, funerals, team building, clubs… are taken cared of
• Facilitating the establishment and operations of staff union – as appropriate, in accordance with Vietnam related laws, regulations as AAI’s human resources standards
1.2. Ensures salary and insurance administration is done in accordance with AAI standards and Vietnam Labour Law regulations
• Monthly salary memo is prepared for approval by 20th day of the month ensuring the correct information and adequately backed up.
• Reports to insurance companies are prepared as required.
• 24/7 and statutory Insurance payment and claims are checked and followed up to ensure the compliance of the organization and the benefits for parties concerned.
• Contracts and annexures for 24/7 insurance are prepared at due time and properly implemented.
• Staff are advised on national and AAI social insurance schemes. Feedbacks from staff and end-users on insurance are well reflected in the next round of contracts with insurance suppliers
1.3. Contract management is maintained in accordance to related laws and office regulations
• Staff and consultants’ contracts, payments, benefits and conditions are ensured following prevailing agreements, prevailing laws and organizational policies.
• Administration and IT services contracts including (but not limited to) contracts of Office Rental, vehicle Insurance, office multi risk insurance are valid and in line with prevailing laws and organizational policies.
• Effective filing systems is in place and ready for use.
1.4. Manages line staff/outsourced
• Staff work-plans, performance appraisals, recommendations for promotion and demotion as appropriate, are reviewed, approved and monitored frequently and developed in line with department objectives.
• Staff are well supervised, consulted and advised.
• Staff Appraisal, mentoring and coaching are well done.
• Outsourced consultant(s) are well organized with quality service made available for use
2. Admin tasks
2.1. Ensures logistic supports required for a smooth operation of the office and programme
• Logistic support is effectively given to all staff, departments and visitors
• Requirement for translation, interpreting and typing is met when needed
• Communication and correspondence to and from office is well handled and filed
2.2. Liaises with Government offices and other NGOs
• All contacts with central government offices are made at appropriate levels
• Participation in INGO admin working group is maintained to share and learn from others in new regulation and experience in admin management
• Good relationships are developed and maintained with key government offices, especially PACCOM/ MOFA
3. IT tasks
• IT procurements, maintenance and security are done well to ensure an effective operation of the systems and satisfaction of end – users
• Supports to office digitalisation is done in accordance in close cooperation with Country Director’s Office and related teams
4. Implements and monitors operation policies, principles and standards
• Operation policies and guidelines (HR, Admin and IT) are implemented consistently and transparently.
• Inputs are provided actively and constructively to develop and revise the relevant policies and procedures.
• Operation activities are planned and carried out within approved budget.
• Procedures in staff recruitment, dismissals, departure, promotion and handover are properly followed.
• Staff are regularly advised on relevant regulations and laws
• New staff are well inducted.
• Performance appraisal is updated and done properly and timely with suitable guidelines and facilitation
• Change managements are facilitated
• Support to audits of HR, Admin and IT is evidently provided
5. Prepares relevant reports
• Relevant reports are prepared and submitted to the Line Manager upon request.
• Trip report is prepared for the purpose of sharing learning and best practice.
6. Safety & Security
• AAI Safety and Security procedure is localized, updated and put into practice
• Act as Safety and Security focal person if appointed
• The Safety and Security Plan, Procedures and guideline by AAI and AAV are followed.
• The safety and security procedures for staff are implemented.
• Risks for staff safety and security are reported timely to Security Focal Person or Head of Department.
7. Child protection
• AAI Child protection policy is localized, updated and put into practice
• The Child protection policy and guidelines by AAI and AAV are followed
• All violations of Child protection policy are reported timely to Focal Person or Head of Department
8. Anti sexual harassment
• AAI Anti sexual harassment is localized, updated and put into practice
• Act as Anti sexual focal person if appointed
• The Anti sexual harassment policy and guidelines by AAI and AAV are followed
• All violations of Anti sexual harassment policy are reported to Focal Person or Head of Department
9. Others • Other tasks as assigned by line manager are well performed.

** Education
• University degree in Human Resources Management, Business Administration, IT science, social science or relevant field

** Work experience
• At least 5 years relevant working experience in office operations, HR management and/or IT management
• Corporates and NGO working experience is preferable
• Technical knowledge/skills
• Competency-based management
• Mobilization and Motivation skill
• HRIS software knowledge and usage experience
• Report writing skills
• Organization of events and office logistics skills
• IT for office management skills

** Language
• Advanced level of English and Vietnamese
• Any other languages knowledge and skills are welcome

** Attitude
• Self-motivated, un-biased, friendly and detail focused
• Can-do attitude with solutions and results oriented

** Adherence to
• Human Rights Based Approach
• Gender equality

- Competitive salary and bonus
- Social insurance, health insurance, unemployment insurance according to Labor Laws
- Professional, dynamic working environment

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