C&B Officer, Contract and Insurance Admin

RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University with 1,200 staff and 15,000 students, in three locations, and recently awarded one of the Best Companies to work for in Asia 2020. From a media perspective RMIT Vietnam enjoys a 40% share of voice in the sector. It brings a world-class education and globalised study environment to the heart of Asia, offering programs in business, technology, communication, design, fashion and English language. It boasts an impressive range of extra-curricular activities that encourage students to innovate and network globally.
Degrees are awarded by RMIT in Australia and taught in English, enabling Vietnamese students (and visiting international students) the opportunity to receive an international education without having to leave home.
The Role
The C&B Officer, Contract and Insurance Administration (8-month contract) is a member of the HR team and is primarily responsible for providing employment contract management and people data management support; and administering statutory insurance schemes for assigned employee groups. The range of duties includes but is not limited to the following key delivery areas.
Employment contract management
HR system administration
(Non)-Statutory insurance compliance
The position holder will be expected to work collaboratively and proactively with other HR staff to deliver a high-quality stakeholder experience.
Key responsibilities
1. Statutory insurance (social insurance, health insurance, unemployment insurance ("SHUI") compliance and non-statutory insurance administration.
Ensure accurate monthly SHUI reports as regulated by Law: arrivals, departures, and changes for statutory insurance purposes.
Make and manage staff's benefit claims, including sickness, maternity, convalescence, prenatal health check-ups, and paternity to the Social Insurance Agency, and attend to all support requests related to statutory insurance.
Quarterly reconciliation with Social Insurance Agency.
Other SHUI-related tasks.
Collaborate with insurance brokers on replacement activities to secure the best healthcare and accident insurance schemes for employees. Provide support to ensure a positive experience for employees when they use the service.
2. Employment contract management
Control contract templates and template variations; and ensure all employment contracts are complete, consistent, accurate, and following approved templates, including management of approved variations.
Through Workday, prepare labor contracts and annexes for RMIT Vietnam employees based on agreed terms and conditions.
Explain the terms and conditions of the contracts to related parties.
Proactively review, provide input, and contribute ideas in updating contract templates from time to time.
Maintain an up-to-date tracking list of all current contracts as well as issued contracts awaiting acceptance and actively follow up with stakeholders until full execution (or cancellation) is completed.
Coordinate the End of Contract Review (EOC) process, including maintaining up-to-date EOC Tracking, distributing EOC forms, and recording as well as communicating EOC outcomes for further action by other HR team members.
Manage variances to contracts and prepare proper paperwork to support those variances timely and sufficiently.
Work collaboratively with the Senior HR Administration Officer (responsible for visa, work permits, and registered employment contracts), talent acquisition team, and other HR staff to ensure that contract issues and renewal processes are executed in a coordinated, timely, and accurate manner.
Review data accuracy, consistency, and standards for compliance and management reporting, and deliver reports, as and when required.
3. HR system administration
Update the HR system following staff's employment status changes.
Work collaboratively with the People Data Analyst to ensure data integrity in HR systems (Workday and others, if any)
Actively reach out to the HR system project team to seek guidance or to obtain a remedial plan in case of system defects; and provide updates/input to enhance system effectiveness.
Apart from the above, the C&B Officer, Contract and Statutory Insurance Administration will also provide other support, as and when required, as an HR team member.