HR & Admin Supervisor

1. Position Purpose

The HR & Admin Supervisor is responsible for reliable day-to-day delivery, supervision and control of the Company’s human resources and office administration activities in Vietnam. The role coordinates recruitment, onboarding, employee records, attendance, payroll inputs, statutory HR administration, employee relations, performance-cycle administration, office services, assets, procurement and vendors.

Where payroll, Personal Income Tax (PIT), compulsory insurance or recruitment activities are outsourced, the position acts as VICO’s internal process owner and controller: providing accurate data, checking deliverables, following deadlines and escalating exceptions. The role does not independently approve headcount, compensation changes, major disciplinary action, termination, material contracts or policy exceptions.

2. Key Responsibilities

A. Recruitment, Onboarding & Manpower Administration

• Coordinate approved recruitment requests with Department Heads and confirm that headcount approval is documented before advertising.
• Prepare or update job descriptions, advertisements, interview schedules, candidate records and recruitment status reports.
• Screen applications for staff-level roles, coordinate interviews, reference checks and pre-employment documentation, and support offer preparation within approved terms.
• Coordinate onboarding, orientation, probation objectives, workstation/tool readiness and probation reviews before due dates.
• Maintain the approved headcount list, vacancy tracker, source-of-hire data and recruitment agency records.

B. Employee Records & Employment Documentation

• Maintain accurate, confidential and access-controlled personnel files, HR databases, organization charts and employee master data.
• Prepare labour contracts, appendices, renewals, transfers, promotions, salary-change documents, resignation acceptances and exit documentation following approval.
• Monitor contract, probation, work-permit and other material expiry dates and alert management sufficiently in advance.
• Coordinate offboarding, clearance, return of assets, access deactivation requests and final-pay inputs.
• C. Attendance, Leave, Payroll & Benefits Coordination
• Monitor attendance, working schedules, annual leave, other statutory leave and overtime records; investigate discrepancies with line managers.
• Prepare and reconcile monthly payroll inputs against approved contracts, attendance, overtime, allowances, deductions and authorized changes.
• Review payroll output from Finance or the outsourced provider and escalate discrepancies before approval and payment.
• Coordinate employee enrollment, changes and cessation for compulsory social, health and unemployment insurance, and support PIT administration through the appointed provider.
• Maintain confidentiality and segregation of duties; the role must not approve its own payroll, compensation or expense claims.

D. Vietnam Labour-Law & HR Compliance

• Monitor day-to-day HR administration against applicable Vietnamese labour, employment, compulsory insurance, occupational safety and health, personal-data and related requirements, together with approved Company policies.
• Maintain a compliance calendar covering contracts, probation, payroll, compulsory insurance, PIT coordination, statutory reports, work permits, policy reviews and required training.
• Monitor regular working hours, rest periods and overtime records; identify excessive or non-compliant patterns and escalate them promptly.
• Maintain and communicate approved Internal Labour Regulations, employee handbook provisions, workplace rules and required acknowledgements; coordinate registration or consultation requirements where applicable.
• Support lawful administration of employee discipline and termination by collecting facts, maintaining records, arranging meetings and obtaining external HR/legal advice. The Supervisor must not independently decide serious sanctions or termination.
• Coordinate labour-inspection documentation and authorized responses with management and professional advisers.
• Monitor foreign-employee documentation, work permits or exemptions and alignment between employment documents and approved work authorization.
• Escalate any actual or suspected material breach, labour complaint, workplace harassment allegation, discrimination concern, payroll underpayment or safety incident without delay.

E. Employee Relations, Performance & Training

• Act as the first contact for routine employee HR questions and communicate policies consistently and respectfully.
• Coordinate probation reviews, annual appraisal cycles, KPI documentation and approved performance-improvement processes; line managers remain accountable for ratings and performance decisions.
• Document employee-relations matters objectively, protect confidentiality and escalate grievances or sensitive concerns.
• Collect training needs, coordinate approved training, maintain attendance/certification records and monitor mandatory training completion.
• Support employee engagement initiatives while ensuring activities are inclusive, budget-controlled and operationally appropriate.

F. Occupational Safety, Health & Onsite Deployment

• Coordinate office safety, emergency information, incident records and required safety training with management and service providers.
• For employees assigned to customer factories, warehouses or operational sites, verify documented client-site orientation, emergency arrangements, assigned scope, reporting lines and applicable PPE/access requirements before deployment.
• Immediately report workplace accidents, unsafe conditions and material near misses and support required investigation and statutory documentation.
• G. Administration, Facilities, Assets & Procurement
• Coordinate office facilities, repairs, utilities, internet, couriers, travel, meeting-room readiness, stationery, pantry and cleaning supplies.
• Maintain asset assignment, transfer and return records and coordinate physical checks with Accounting/IT.
• Obtain quotations and process purchases within approved budgets and procurement rules; avoid purchase splitting or unauthorized commitments.
• Collect and verify administrative invoices against contracts, delivery evidence and approved services before submitting payment requests.
• Maintain controlled custody and usage logs for Company seals/stamps, where assigned, strictly under written authority and applicable procedures.
• Coordinate internal events such as staff birthdays, recognized company celebrations, year-end functions and team-building within approved budgets.

H. Vendor & Outsourcing Management

• Maintain contracts, service scope, fees, renewal dates, contact details and performance records for approved HR/Admin vendors.
• Monitor provider deliverables, check invoices, follow up service failures and obtain comparative quotations when required.
• Protect employee and Company data shared with vendors; provide only authorized data through approved channels and maintain confidentiality commitments.
• Escalate material cost, compliance, data-security or service-quality issues to management.

I. Reporting, Controls & Continuous Improvement

• Submit a monthly HR/Admin dashboard covering headcount, vacancies, hires/exits, probation, contract expiries, overtime, leave exceptions, payroll issues, compulsory-insurance/PIT status, training, employee-relations matters, safety, administrative expenses and vendor issues.
• Highlight exceptions, risk level, responsible owner, corrective action and due date rather than reporting statistics only.
• Maintain SOPs, templates, checklists and document-retention controls for recurring HR/Admin processes.
• Suggest practical improvements to accuracy, employee service, compliance, cost control and turnaround time.

J. Ad-hoc Operational Support

• Resolve reasonable day-to-day workplace issues promptly and coordinate urgent administrative/document support for business teams.
• Perform other related duties assigned by the designated manager, provided they are lawful, safe, consistent with the role and within delegated authority.

• Ngày làm việc: T2 - T6 • Giờ làm việc: 09:00 - 18:00 • Cấp bậc: Quản lý • Loại công việc: Toàn thời gian