Logistics & HR Officer

4 weeks ago

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 on-site 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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