Vietnam GS Support Officer

I. Job Description:
1. Role and Responsibilities (Overall key responsibilities from helicopter point of view)
The VN GS support officer plays a pivotal role in supporting the Legal, Compliance, Regulatory Affairs, and Public Affairs functions by ensuring smooth execution of administrative and operational tasks. This includes:
• Legal & Compliance Support: Assisting with documentation, notifications, registrations, and certifications required for compliance and legal operations.
• Regulatory Affairs Coordination: Preparing product and claims dossiers, coordinating with internal departments and external stakeholders to facilitate regulatory analysis and approvals.
• Administrative Execution: Managing sample submissions, tracking FDA licenses, distributing approved labels and regulatory documents across functions (e.g., Marketing, R&D, QFS, SSD, F&A).
• Financial Oversight: Handling cost tracking and processing for lab analyses and regulatory activities, including purchase orders and expense reconciliation.
• Documentation Management: Ensuring all registration documents are accurately filed and updated in the system.
• Audit Support: Preparing and updating documentation for internal and external audits and acting as a representative during audits.
• Stakeholder Engagement: Maintaining effective communication and relationships with internal teams and external agencies.
2. Main Duties and Functions
• Support Legal and Compliance function in Vietnam on various matters including corporate secretarial work, contract management, compliance activations, internal audits, and crisis management
• Support Regulatory Affairs function in Vietnam on various matters including preparation of product and claims registrations (new and amended), coordination with internal and external stakeholders to support full process, and ensuring accuracy of sample codes, nutrition targets, laboratory results etc as instructed
• Support Public Affairs function with preparation and participation in trade associations and external meetings
• Liaise routinely across internal departments (Marketing, Finance, Sales, HR, etc) on operational tasks
• Execute other administrative tasks including purchase order and payment processing, managing vendor quotations, translations, notarizations, filings, etc
3. Major Challenge of the Job (Describe the major challenge of the position, including details and difficulty of problems, which must be solved)
• Internal: Danone Vietnam is a fast-paced and fast-growing company within a global matrix organization. Agility, growth mindset, and collaboration across teams are essential.
• External: Accuracy and speed of documentation / registration dossiers required for regulatory filings and inquiries. Positive relationship must be nurtured and maintained with external stakeholders including regulatory bodies, testing laboratories, and other vendors.
4. Background Information
- Working Relationships (Internal): Commercial team (Sales/Marketing/Healthcare Nutrition)/R&I/Supply chain/QFS/IPRO/GS (CBU)
- Working Relationships (External): Ministry of Health/Advertising agency and product registration agencies/Embassy
Laboratories/Industries Associations/Law firms/Other vendors (translators, notary public, etc).
5. Decision Making Authority and Controls
• Respond to internal and external stakeholders' queries with aligned team position to carry out tasks effectively and efficiently
• Manage and make decisions on basic / routine work