Senior HR & Admin Officer

Senior HR & Admin Officer

About ENV

Education for Nature – Vietnam (ENV) was established in 2000 as Vietnam’s first non-governmental organization focused on the conservation of nature and the protection of the environment. ENV combats the illegal wildlife trade and aims to foster greater understanding amongst the Vietnamese public about the need to protect nature and wildlife. ENV employs creative and innovative strategies to influence public attitudes and reduce demand for wildlife trade products. ENV works closely with government partners to strengthen policy and legislation, and directly supports enforcement efforts in the protection of endangered species of regional, national, and global significance.

For more details about what we do, visit our website:

English language: www.envietnam.org
Vietnamese language: www.thiennhien.org

Positions available

ENV is looking for an Administration and HR Supervisor who is responsible for all administrative & HR aspects of ENV operations as described below. The Administration and HR Supervisor reports to ENV Management Board Member and has supervisory responsibility over one staff member, a part-time accountant and a part-time office cleaner.

Main duty station: Hanoi

Main Responsibilities

1. Human Resources

• Maintain and manage up to date personnel files on all ENV staff which include copies of their CV, job application, TOR, annual reviews, letters of recognition, warning notices, and other files relevant to their employment
• Work with department heads to advertise, process applications, arrange interviews, and initiate timely job offers for open positions at ENV
  Work with recruitment websites for either free job postings or get the best deal
• Take care of staff C & B
• Maintain accurate attendance records for all ENV staff including staff vacation and sick leave, weekend worked days, and compensation
• Manage ENV Google groups
• Produce monthly insurance statements and quarterly income tax statements
• Update ENV policies when required
• Be responsible for visa and work permit for foreign staff/volunteers
• Train all new staff on ENV administrative and financial policies/procedures

2. Administrative System

• Maintain and update the ENV non-computer equipment inventory monthly and provide an updated report to the ENV Management Board
• Manage an updated ENV computer equipment inventory and the computer assignments for all ENV owned computers
• Schedule and keep track of all authorized repairs and maintenance records in accordance with ENV policy
• Maintain ENV office filing systems for contracts and agreements, personnel files, payroll and finance, donor files, and for other important paperwork as needed

3. Security, Safety, Reception & Maintenance

• Reinforce and ensure that ENV security policy is properly carried out and maintained by ENV key holders. Lock pad must be replaced if any ENV member among the key-holder list leaves ENV without returning the key or loses the key
• Supervise one staff member responsible for receptionist and other simple administrative duties at ENV. Ensure that the office lobby and public areas are clean and neat at all times for visitors. Provide daily oversight of the receptionist, assign duties, ensuring that the telephones and lobby are covered at ALL times during and after normal hours of operation when the door is unlocked
• Supervise one part-time office cleaner and ensure that cleaning efforts meet ENV requirements. Assign additional tasks as needed to the cleaner
• Facilitate the smooth and professional handling of visitors including ensuring that adequate water, tea, and coffee supplies are maintained
• Supervise one staff member responsible for managing ENV resources

4. Communications

• Communicate clearly and regularly with the ENV Management Board on issues concerning progress, obstacles and difficulties, completion, etc. in accordance with the ENV communications policy for staff
• Provide direct recommendations to the ENV Management Board on improvements that can be made in relation to the administrative operations of ENV

5. Reporting

• Produce weekly administrative update to the ENV Management Board
• Produce monthly administrative report to the ENV Management Board
• Other reports as assigned by the ENV Management Board

Job Requirements

• Female, Vietnamese
• University degree
• Strong administrative and management experience
• Ability to pay attention to details and carry out work accurately, meeting high quality standards
• Fluent verbal and written English
• Excellent communications skills and an ability to communicate and work with others

Benefits and terms

• Attractive salary
• Long-term contract
• Mixed English-speaking environment
• Challenging job in a dynamic and supportive team

HOW TO APPLY?
Interested candidates must complete ENV’s standard application form which can be found here no later than Sep 9, 2018: http://envietnam.org/library/Others/ENV_application_form_Feb_22_2012.doc

For further information, please contact:

Nhan Thi Hien
Administrative & Finance Manager
Education for Nature - Vietnam (ENV)
Room 1701, Block 17T5, Hoang Dao Thuy street, Trung Hoa ward, Cau Giay district, Hanoi
Phone: (04) 6281 5424

For application, please send your CV to:
[email protected]
[email protected]

Note:

• Your applications will be treated on “First come, first serve” basis.
• Only short-listed candidates will be notified for written test & interview