HR & Admin Manager
Ho Chi Minh,VNM
PRIMARY OBJECTIVES
As the lead HR Business Partner (HRBP), to proactively understand the needs of the business group/affiliate and to layout and ensure delivery against a people plan/strategy that fully supports the business growth plans.
In doing this, the HRBP will need to leverage the resources/expertise from across HR and be ready to share their point of view.
He/she needs to ensure they have a clear and timely voice in sharing local insights and realities with region/global colleagues as new programs are designed and deployed.
Finally, as new capabilities are built, the HRBP must ensure that more and more transactional demands are handled by employees themselves or are moved to HR Employee Services – freeing up more of their time to value-add and focus on business building priorities.
In this VNM role, the HRBP will also oversee the Administration responsibilities of the Affiliate.
RESPONSIBILITIES
A. Human Resources
1) Aligned to Brands and Functions, to develop people strategies and workforce plans in line with business requirements. Support organizational design with business leaders. Ensure optimization of resources in each department structure. Manage the full spectrum of hire to retire processes/activities.
• Work closely with HODs to fulfill the staffing needs of the department, make recommendations for immediate and long term sustainability.
• Ensure all global, regional and local processes for staff requisitions and recruitment are met. Review local processes from time to time to ensure efficiency and compliance.
• Review job description of office employees with HODs, making recommendations as business and organizational needs change.
• Leverage Regional COEs/Talent Acquisition to source and attract the best talent. Liaise with advertisement agency on newspaper advertisements/visuals; ensure website postings, ensure fair and attractive local referral programs are in place; liaise with established recruitment agencies for executive talent recruitment that meets ELC’s expectations/needs. Ensure terms and conditions are fair and above board.
• Oversee recruitment of Brand field sales employees.
• Propose salary package for selected candidate and obtain endorsement from Singapore HR Manager, HOD and VP before a job offer.
• Offer of employment and conduct onboarding and orientation programs as per Global, Regional and local guidelines.
• Vet personnel announcements drafted by HOD.
• Responsible for off-boarding of employees as per local process.
• Keep abreast of changes in local labour laws and practices and proactively manage labor/employee relations that are consistent with local requirements, to ensure an environment of trust and collaboration.
2) Salary Administration & staff retention
• Leveraging on the Regional COEs, ensure salary and total rewards are competitive and fair office employees within the company and in the industry.
• Validating monthly payroll and payroll administration to ensure timely payment and accurate reporting into GWT and Oracle.
• Lead and facilitate the PDP Merit Increase and Bonus Exercise. Manage the Equity program for local recipients.
• Provide consultancy/advisory services on handling employee grievances and disciplinary cases.
• Facilitate interventions and counseling sessions with BAs if needed and provide relevant feedback to Brand leaders.
• Visit counters on a regular basis to maintain good rapport with field employees to solicit constructive feedback.
• Keep abreast of market and employee trends and offer proactive solutions and input to shape retention strategies for both office and field employees.
3) Training and Organizational Development
• Champion PDP to ensure every employee has Development goals and a plan. Recommend strategies to achieve plan that is line with our ELC learning philosophy of the 70:20:10 guide.
• Work with Regional COEs and Reg BDV HR to assess needs and provide solutions by outlining a learning roadmap and annual broad based learning plans.
• Know talent across the business and be focused on their development and growth. Lead the annual Talent Planning process and calibration.
• Champion and create a nurturing, coaching, mentoring environment to create a home for talent.
• Model the ELC High-Touch Leadership Competencies and ensure the HODs and leads are role – models as well.
• Review all company-sponsored courses and assess effectiveness/ROI.
4) Human Resources Administration – Collaborate with COEs and Employee Services to leverage HR functional knowledge and fully embrace the service delivery model in how we work together.
• Ensure effective execution of HR processes, policies and procedures.
• Regular review of HR policies and procedures and ensure Employees Services is updated
• Monthly GWT updates and Oracle administration where needed.
5) Employee Engagement
• Responsible for organizing all company events.
• Work with HODs and key influencers to lead activities that build unity, engagement, pride in ELC and a strong EL Company culture that reflects our mission and values that position us as an Employer of Choice.
7) Projects
• Works closely with HR Manager (Singapore) on ad-hoc projects assigned.
B. Administration
1) Office Equipment / Fixed Assets / IT
• Source for suppliers.
• Call for quotations.
• Secure quotes.
• Purchase and procure equipment.
• Maintenance Contracts.
• Rectification and repair works.
2) Office Move/Renovation/Maintenance
• Supervise ongoing renovation projects.
• Ensure work is carried out in accordance to agreed specifications.
• Ensure that the office air conditioning systems are in good working order.
• Liaise with landlord/air conditioning contractor on maintenance of the air conditioning system.
• Repairs on office fixtures, electrical wiring/fittings.
• Cleaner’s and office equipment contract.
• Telecommunications installations.
• Construction of workstations.
• Co-ordination with contractors/vendors.
• Supervise ongoing renovation projects.
• Co-ordinate the restoration of all essential services to affected area following renovations.
3) Stationary/Printing
• Ensure stationary cupboard is well stocked.
• Responsible for ready supply of letterheads and other printed materials.
• Liaise with printer for printing of business cards.
4) Security/Fire Warden
• Maintain the office door keys.
• Issue cabinet keys, Door Access Cards.
• Liaise with landlord on safety and security issues.
• Authorize access to the premises and equipment, administering security and fire safety issues.
5) Water/Sanitation
• Ensure the supply of water to the company is in good order.
• Attend to complaints regarding leaking pipes, cisterns etc.
6) Painting
Ensure that the painted walls in the office are in good condition.
7) Update of Admin Manual and office guideline. Housekeeping of office
8) Crisis Management
9) Business Continuity Plan
10) Work with landlord of office lease
11) Maintenance of carpet and plant, work & follow up with the agencies for services (e.g. cleaning), contract
REQUIREMENTS
1) University graduate with Human Resources Management discipline.
2) Minimum 5 years of relevant work experience, preferably with retail/customer service background.
3) Good interpersonal and strong communication skills.
4) Highly adaptable and able to perform a variety of fast and change assignments quickly on short notice.
5) Independent, proactive and problem-solver.
6) Meticulous and pleasant disposition.