HR Specialist

* Purpose & general responsibilities of the position:
The HR Specialist is responsible for supporting and executing the full spectrum of Human Resources functions, including talent acquisition, HR administration, payroll and benefits coordination, onboarding, talent management, employee relations, performance management, policy implementation, and HR compliance. The role is responsible for ensuring efficient HR operations, supporting organizational growth, fostering employee engagement, and maintaining full compliance with Vietnam Labor Law and company policies, while contributing to the achievement of the Company's business objectives.
* Specific responsibilities of the position:
1. Talent Acquisition & Recruitment
• Manage the full recruitment lifecycle, including manpower requisition, job posting, candidate sourcing, CV screening, interviewing, reference checking, salary negotiation, offer management, and onboarding.
• Develop and implement effective recruitment strategies to attract qualified professionals, particularly within the logistics and freight forwarding industry.
• Coordinate recruitment activities through various sourcing channels, including LinkedIn, Joboko, recruitment agencies, universities, employee referrals, and other appropriate platforms.
• Build and maintain a proactive talent pipeline to support future hiring requirements.
• Coordinate interview schedules with hiring managers and ensure a positive candidate experience throughout the recruitment process.
• Prepare recruitment reports, hiring statistics, and recruitment performance analyses for management review.
2. HR Administration
• Maintain accurate and up-to-date employee records, personnel files, and HR documentation.
• Prepare and administer employment contracts, probation agreements, confirmation letters, promotion letters, transfer letters, resignation documents, and employee exit documentation.
• Manage employee attendance, leave administration, overtime records, and HRIS data.
• Ensure proper document control, record retention, and confidentiality of employee information.
• Maintain HR documentation in accordance with company standards and regulatory requirements.
3. Payroll & Compensation Coordination
• Coordinate the monthly payroll process with the Finance Department to ensure accurate and timely salary payments.
• Verify employee attendance, overtime, allowances, deductions, and other payroll-related data.
• Coordinate mandatory statutory insurance administration, including Social Insurance, Health Insurance, and Unemployment Insurance through the Vietnam Social Insurance (BHXH) system.
• Support payroll reconciliation and resolve payroll discrepancies where necessary.
• Assist in employee benefits administration, insurance enrollment, and benefit-related documentation.
4. Onboarding & Employee Development
• Plan, coordinate, and continuously improve onboarding programs for new employees.
• Conduct new employee orientation sessions covering company policies, organizational structure, corporate culture, and operational procedures.
• Coordinate internal and external learning and development programs.
• Maintain employee training records, competency matrices, and individual development plans.
• Monitor onboarding progress and support new employees during their probation period.
5. HR Operations & Talent Management
• Develop, review, and maintain job descriptions to ensure clear roles, responsibilities, and organizational alignment.
• Prepare probation assessment forms and coordinate probation evaluations with department managers.
• Provide recommendations regarding employee confirmation, probation extension, or employment termination upon completion of the probation period.
• Support organizational development initiatives and workforce planning.
• Assist in succession planning and talent development initiatives.
6. Employee Relations
• Serve as the primary HR contact for employees regarding HR policies, procedures, and employment-related matters.
• Support employee engagement initiatives, internal communication programs, and corporate activities.
• Coordinate annual performance appraisal and probation evaluation processes.
• Assist management in handling employee disciplinary actions, investigations, conflict resolution, and grievance management.
• Foster a positive, collaborative, inclusive, and high-performance workplace culture.
7. HR Policies & Compliance
• Develop, review, implement, and continuously improve HR policies, Standard Operating Procedures (SOPs), and the Employee Handbook.
• Ensure all HR practices comply with Vietnam Labour Law, statutory regulations, and company policies.
• Coordinate mandatory employment documentation and statutory HR reporting.
• Monitor HR compliance, identify operational risks, and recommend continuous improvements to HR processes and internal controls.
• Support internal and external HR audits when required.
8. HR Reporting & Data Management
• Prepare and submit periodic HR reports, including but not limited to:
• Headcount Report
• Recruitment Status Report
• Employee Turnover Analysis
• Training and Development Report
• Attendance and Overtime Report
• Leave Utilization Report
• Probation Status Report
• Employee Demographics Report
• HR Dashboard and Key Performance Indicators (KPIs)
Analyze HR data and trends to provide actionable recommendations that support management decision-making and continuous organisational improvement.