Admin Manager
[protected info]
About this job
The position holder is responsible for supervising administrative team members and ensuring that daily HR admin operations are performed in an efficient manner including coordination and management of various administrative activities for an organization.
Scope of the role
- Supervise the HR Admin team and head office car team
- Make sure the onboarding program for the expat new hired is fully executed with efficiency
- Implement the employee benefit plan in quality and within the agreed timeline
- Update the law on expat-related matter timely and communicate it to the relevant stakeholders and build up a risk prevention plan accordingly
- Ensure the visa and work permit schedule is supervised timely and expat employees are satisfied with the quality of service provided
- Manage the stamping activities of the company seal and school seal on legal documents in compliance with the scope of signing framework approved from time to time
- Manage the filing system of company and school legal dossiers as well as all employees' profile in hardcopy and supply certified copy when required
- Supervise the cleanness and hygiene of the head office and support the company sanitization enhancement plan during the pandemic time
- Remind head office management about company dress code, hygiene standard, office sealing for safety before leaving the office...
1. Job Description
1.1. Key Responsibilities
a. Supervise the day-to-day operations of the administrative function and staff members including developing, reviewing, and improving administrative systems, policies, and procedures to ensure the plan is executed in a timely manner and within budget
b. Ensure a smooth and effective execution of the on boarding program and offer instant help for the expat new hired as below:
- Update onboarding program from time to time to accommodate the updated regulations on entry permit, visa or work permit...
- Give guidance to the new hired on the application process for entry permit (when required), visa, work permit, health check, criminal background check, and qualification legalization
- Communicate with the new hired about the pre-departure preparation, ensure the checklist for all of the required bring-along documents and belongings is done and completed before departure
- Arrange initial accommodation, hotel pick up and transportation plan to work during the first week of their settling
- Develop a databank of serviced apartments, condo flats, rental houses with different level of cost for wide range of choices and support the new hired with a visit to the selected ones and contract review
- Support salary advance upon request to financially help the new arriving expat to pay their deposit and first month lease
- Coordinating the VCB accounts, ATM card, SIM, and initial phone credit cards for the new hired from overseas
- Coordinate with the HRPB team to make sure the orientation about VAS is done and their working schedule is given to them prior to their employment start
- Arrange company car for management level employees in alignment with their provided working schedule
- Make sure they are taken care of by their Line managers and HRBP team before the completion of the onboarding program
c. Implement the employee benefit plan in quality and within the agreed timeline including preparing an annual plan with detailed schedule to provide the benefits for employees such as health check, uniform, health/accident insurance, name tag, SIM, phone credit cards, raincoats, Tet/seasonal gifts, etc... as per company policy
d. Update the regulations on immigration, visa, work permit and expat-related matters to keep stakeholders updated and at the same time develop a risk preventive plan to ensure the readiness of compliance.
e. Supervise the visa and work permit process based on the agreed pipeline and communicate the plan to HRBP team and the Line Managers of the expat employees so that they can do the follow up with the employees for their prompt submission of the required application documents. In urgent situation, anticipate and update the HRBP team and the Line Managers on time about the risk of failure in the application process in order to plan and agree on a back-up solution.
f. Manage the stamping activities of the company seal and school seal on legal documents in compliance with the signing authorization framework approved from time to time
- Only stamp the company seal or school seal on proper documents in compliance with the approved scope of signing
- Arrange staff to be at the campus to do the mass school seal stamping on student-related dossiers when approved
- Supervise and cross check the stamping activities on frequent basis to ensure the quality of compliance and report to the Line Manager about any risk of the misconduct in this area
- Update the team members on the changes of the signing authorization framework
- Safeguard these two seals and do the proper minutes for any transfer case upon the request of Board of Directors and verification by the Line Director
g.Manage the filing system of company and school legal dossiers as well as all employees' profile in hardcopy and supply certified copy when required
- Filing the legal documents when receiving the original forms from Legal departments or Finance or Legal principal
- Systemize the hard and soft copy of the dossiers over years in a systematic way for easy search
- Make certified copy ready for other departments upon request from the Director in charge and with the verification of the Line Director
- Follow up with legal department to get the renewed licences after legal department completes the renewal process
h. Supervise the cleanness and hygiene of the head office and support its the company sanitization enhancement plan during the pandemic time
- Develop the checklist for the team member to follow
- Do the frequent check to see if it is done properly
- Ensure other departments being communicated about the standard of cleanness and hygiene of the head office to comply with
- Report to the Line manager any case of violation of the common standard for reprimand and improvement
- Support the head office in pandemic precautious action plan
- Supervise the work of the cleaning service team employed by the appointed suppliers
i. Remind head office management about company dress code, hygiene standard, office sealing for safety before leaving the office...
j. Ensure the office is stocked with necessary supplies and that all equipment is working and properly maintained.
k. Ad-hoc report and other tasks assigned by Line Manager.
2. Requirements
2.1. Knowledge
- In-depth knowledge of authorization framework
- Strong knowledge of law on immigration, visa, work permit and expat-related matters
- Knowledge in legal document application/filing for a company
- Knowledge in Microsoft Office applications and Human Resources Information Systems strongly preferred.
2.2. Experience
- BA/MA in human resources, business administration or similar relevant field
- 2-4 years of experience as Admin manager or similar HR role for a company with 1,500+ employees
- Having experience in implementing an execution plan to different levels of employees in an agreed pipeline
2.3. Skills
- Customer service driven
- Business acumen mindset
- Able to collaborate with senior leadership team and execute a plan in a timely manner
- Ability to motivate team
- Excellent interpersonal and communication skills
- Excellent verbal and written communication skills
- Critical thinker and problem-solving skills
- Project management skill
- Ability to multitask and prioritize
2.4. Personal Qualities
- Effective communicator and influencer
- 'Can Do' attitude
- Well-organized
- Flexible
- Willingness to work outside normal office hours
- Integrity
- Results driven
- Ability to listen to others, formulate overall view and gain commitment from others
- Team player
3. Benefits:
- Compulsory Insurance (HI, SI, UI) and Personal Tax are covered by VAS
- Manager will get 100% discount of tuition for 2 children ( other fees such as meal fee, school bus fee, expenses for textbooks, uniforms, extra curricula activities, entrance test fee, ect... are still applied as stipulated)
- 13th monthly salary and KPIs bonus
- Housing, phone and taxi allowance
- Year end party, Team building, Staff - outing, 20/11, ....
- Lunch at school, Tet gift,....
- Working in professional environment
4. Application packages:
- Application Letter
- CV & Portfolio
- Copied degrees and relevant certificates (if any)
- Residence Book & ID/ Passport
- Temporary Residence Confirmation
- Medical Report
5. How to apply:
- Apply online at: [protected info]
- Send your documents to our office: HR Division - Vietnam Australia International School - Floor 1, Block 3, 594 Ba Thang Hai, Ward 14, Dist. 10, HCMC
6. Contact point:
- Human Resources Division - Vietnam Australia International School
- Floor 1, Block 3, 594 Ba Thang Hai, Ward 14, Dist. 10, HCMC
- Hotline: [protected info]
- Fanpage: [protected info]
- Zalo: Tuyển dụng Trường Việt Úc
(Only qualified applications will be contacted as soon as possible.)
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