Logistics & HR Officer

2 weeks ago

Hanoi, Hanoi, Vietnam HI Full time

Job description

LOGISTICS & HR OFFICER

General mission
Reporting to the Country Logistics Manager and HR Manager, the Logistics & HR officer ensures the efficient management of:

  • procurement, facility for the country under his or her responsibility. He or she is a key player in the rollout and implementation of HI's logistics standards, which consists in reworking the positioning of logistics at HI and affirming the principle of professional development.
- personnel administration activities in accordance with current legislation. S/he ensures that the mission's HR-related administrative procedures are consistent with HI's HR policies and frameworks and with local law and practices.

Missions / Responsibilities

LOGISTICS (75%):

  • Mission 1/ Participates in drafting the Logistics and Procurement section of the StratOP and implements its action plan_
  • RISKS: produces and updates the risk map for his or her area of responsibility and proposes and implements corrective mitigation measures;
  • INCIDENTS: drafts the incident reports for his or her area of responsibility;
  • INDICATORS: produces, compiles and analyses the data in the procurement dashboard for his or her geographical area;
  • Mission 2: Deploys HI's standards and contributes to its expertise and accountability within his or her remit:_
  • INTERNAL CONTROL: supervises internal control in his or her fields of activity;
  • Mission 3: Operational implementation of logistics_
3.

1 Design phase - Resources planning:

  • Helps establish the project's procurement schedule;
  • Participates in analyzing the programme's logistics context (evaluation of logistics capacities, table of logistics problems)
3.2 Launch phase - Procurement planning & resource planning

  • Takes part in defining the procurement strategy;
  • Plans all the means necessary for the optimal management of equipment in his/her fields of activity and geographical areas

3.3 Implementation phase - Coordination:

  • Helps adjust the procurement plan after every project review;
  • Reviews all incoming purchase requests and timely proceed the procurement procedures and documentation in HI's system
  • LINK as regulations
  • Provide support to other LINK users to ensure its smooth operations
  • Manage the suppliers' performance and maintain the supplier database
  • Ensure the timely submission of payment documents of suppliers to Finance
  • Manage and keep the proper record/documentation of office assets/equipment
  • Carry out the general stock management
  • Ensure the smooth operation of office premises, facility/equipment and general services
  • Evaluates and adjusts the resources and their distribution according to the needs
3.4 Closure phase

  • Contributes to the preparation of financial reports.
  • Implements the onsite storage of archives or their transmission to HQ;
  • Implements the return/donation of material
  • Mission 4: Facilitates the Logistics profession's development and contributes its development across the organization_
  • Participates in the facilitation of the profession sector in his or geographical area (community of practice)
  • Mission 5: Emergency Preparedness and Response Responsibilities_
Contributes to the program's emergency preparedness actions and, during an emergency, adapts his/her work modality to contribute to HI's effective humanitarian response

  • Other mission:_
The Logistics & HR Officer could be asked to undertake any other duties requested by Country Logistics Manager.

HUMAN RESOURCE (25%):

  • Mission 1: Contributes to the quality of personnel administration for HI staff present_
  • Rolls out personnel administration policies, processes and tools.
  • Manage the professional evolution: recruitment, engagement, probation, internal probation, advertisements, penalty, licensing.
  • Organise staff briefings on administrative matters and local employment conditions.
  • Produce documents and applies regulatory procedures concerning personnel administration
  • Is responsible for implementing HI's social security policy fairly and in compliance with local legislation
  • Ensures that personnel files are archived in compliance with HI's rules
  • Mission 2: Is responsible for, or helps with, payroll management_
  • Monitor and update deductions of annual leave and other absences (Timesheet) for all staff
  • Register insurance for new staff with Hanoi Insurance department
  • Work with insurance dept and/or insurance company for maternity leave, sick leave, medical claims
  • Work with insurance company to register for new staff & their dependents
  • With delegated authority from his/her HR (line) manager, represents HI with local administrative authorities (employment inspectorate, statistics authority, etc.)
  • Mission 3: Oversees staff movements_
  • Ensures the obtaining, monitoring and renewal of visas for international staff/consultants that can be carried out locally
  • Support the expatriate to obtain and renew work permit, temporary residence card

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