| Position | Human Resources Administrator |
| Group | Administration and Human Resources |
| Location | This post is based in Ho Chi Minh City |
| Hours of work | 37.5 hours per week, extra hours may be required. |
| Tenure | Initially for 1 year, including a 2-month probation period, with the possibility of extension |
| Reporting to | Head of Admin & HR |
| Vacancy reference | JD-1024-026 |
| Background | The Oxford University Clinical Research Unit (OUCRU) is a large-scale clinical and public health research unit, with sites offices in Ho Chi Minh City and Hanoi in Vietnam, Jakarta in Indonesia and Kathmandu in Nepal. In Vietnam, we are hosted by the Hospital of Tropical Diseases (HTD) in Ho Chi Minh City, and the National Hospital for Tropical Diseases (NHTD) in Hanoi. OUCRU Nepal has partnerships with the Patan Academy of Health Sciences and Patan Hospital, and OUCRU Indonesia exists in partnership with the University of Indonesia. As a Wellcome Trust Africa Asia Programme, we have received considerable support from the Wellcome Trust since our establishment in 1991. OUCRU’s vision is to have local, regional and global impact on health by leading a locally driven research programme on infectious diseases in Southeast Asia. Priority is given to health issues important to the hospitals where we work, and to the countries as a whole where we operate: Vietnam, Indonesia and Nepal. All work is intended not only to benefit the patients seen daily at our host hospitals, but also to help improve patient care. Please see more information on OUCRU website: www.oucru.org |
| Job Summary | The HR Administrator will play the role of enhancing staff engagement, efficiently managing some HR activities, overseeing cleaning service, assisting the Estates team and providing comprehensive administrative support for the whole Unit and HR team. This position requires a proactive approach and strong organizational skills to maintain high standards of operational daily task excellence & supportive within the unit. |
| Key responsibilities and tasks | Human Resources – Track and maintain the accuracy of all HR data, including insurance, health checks, vaccinations, and leave records. – Ensure staff information is consistently updated and accessible on relevant platforms, such as SharePoint, website, staff board etc. – Organizing Inductions (HR, H&S, IT, Lab) for new staff & students – Manage and monitor PTI claims for staff and their families, ensuring timely processing and resolution. – Oversee the creation of employees and collaborator profile in D365, ensuring accuracy and compliance Administration – Collaborate with functional teams to ensure effective asset management, including tracking and maintenance of assets – Plan, budget and manage the procurement and payment of stationery supplies for the unit – Coordinate and manage overseas and domestic courier services, ensuring timely and efficient delivery. – Prepare and manage official correspondence in both Vietnamese and English, including translations and maintaining the unit’s correspondence numbering system. – Administer and arrange various other administrative tasks, such as issuing parking support letters, managing lab coat wardrobes, arranging photocopy documents, and overseeing mobile postpaid services etc. – Provide critical support to the HR team during HR software deployment, ensuring smooth daily operations and minimal disruptions. – Undertake any other administrative tasks as required, demonstrating flexibility and commitment to supporting the unit’s needs. – Plan and conduct staff engagement activities ensuring alignment with organizational goals and fostering a positive work environment. – Monitoring, tracking, and managing the maintenance/security service contracts, purchase requisitions, purchase orders, payments, and maintenance records for the Estates and HR team. |
| Selection criteria | Essential – Bachelor’s degree in Human Resources, Business Administration, or a related field – At least 2-3 years of experience in an HR administrative or similar role. – Strong experience in organizing and coordinating staff engagement activities – Proven and high-level organizational skills and multitasking – Good communication skills both written and verbal in English and Vietnamese – Ability to build good work relationships across the Unit – High attention to detail and accuracy – Mature, sensible, dynamic and motivated personality. Desired – Experience working in a not-for-profit and/or international environment with different cultures and backgrounds. – Thorough knowledge of labor laws |
| Benefits | – Contracted salary: * Grade: IC3/RS3 * Point: 4 – 6 * Salary ranges: $ 1,147 – 1,402 gross per month – Optional insurance: In-patient and out-patient medical coverage; Personal accident insurance coverage – Two months’ salary for annual bonus and clothes – Annual leave 18 days/year for the first year, a maximum of 30 days – Other responsibilities and benefits are based on Viet Nam Labor Law. |
| How to apply | Interested candidates are invited to send curriculum vitae, application and copies of relevant certificates, either by email or by post to: Oxford University Clinical Research Unit Laboratory of Clinical Science Hospital for Tropical Diseases 764 Vo Van Kiet, Ward 1, District 5, HCMC Tel: 39237954 Email: hr@oucru.org *** We thank all candidates for their interest but only short-listed applicants will be notified for interview. |
| Contact person | Ms Nguyen Thi Hong Phuc |
| Deadline for submission | 4 November 2024 |