HR and Admin Officer

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POSITION: HR and Admin Officer (HAO)                            

• Line manager: Finance, Admin and HR Manager (FARM)             
• Reporting to: Finance, Admin and HR Manager (FARM)
• Supervising: Branch Assistant (administrative related)       
• Working location: ACE Head Office with possible travelling                            

 

ABOUT ANH CHỊ EM PROGRAM (ACE)

Overview about ACE

ACE is a microfinance program created by a French non-governmental organization – Entrepreneurs du Monde (EdM) in 2007 to operate microfinance activities in Dien Bien province based on the following legal basis:

1. Operational Registration issued by Department of Foreign Affairs belonging to Ministry of Foreign Affairs
2. Microfinance Program Resgistration issued by State bank of Vietnam
3. MOU with the People’s Committee of Dien Bien Province.

ACE’s capacity building services and pro-poor financial services have been designed and intrinsically combined to promote a social and sustainable approach of microfinance adapted to the needs of the most vulnerable, mainly Black Thai women living of farming activities.

 

ACE vision

A green world, a community with happiness, sustainable development and equal opportunities.

 

ACE mission

To empower the poor and vulnerable people in remote areas through the provision of responsible financial and capacity building services in a sustainable way.

 

Main activities :

• Microcredits and microsavings services
• Basic trainings on agriculture, financial literacy and social topics
• Individualized counseling and connection of beneficiaries with specialized social organizations, employers and any other identified economic opportunities.

 

Core values:

• We are dedicated and responsive people;
• We respect diversity and value people;
• We commit to comprehensively develop immanent capacity for our partners;
• We are transparent, honest and professional;
• We are transparent, honest and professional.

 

JOB DESCRIPTION

1. Management of physical working conditions and administrative purchasing

• Ensuring ACE to have necessary offices meeting the operational needs with quality working environment for staff;
• Arranging, organizing, ensuring offices to make it tidy, clean and effective;
• Purchasing, following up, managing and taking inventory of stationery, equipment and furniture, assets; Ensuring them enough in quatity and able to operate well;
• Carry out payment procedures for regularly  arising goods/services such as postal services, telephone, Internet… or others following assignment;
• Drafting and following up the implementation of economic contract, purchasing contract;
• Ensuring office security and energy saving.

 

2. Management of Documents, Archives, Information Systems, Reports

• Drafting documents, minutes and reports;
• Receiving/sending and following up, classifying outgoing/incomping documents/correspondence;
• Overseeing, sythesizing, ensuring the completeness and timeliness of reports that ACE has to submit following legal requirements, partners’ and EdM’s requirements;
• Organizing, arranging and storing (both hard and soft) documents and reports in a scientific manner, easy for looking up/searching and ensuring information security;
• Conduct backup to protect data;
• Introducing, guiding relevant staff about ACE softwares.

 

3. Responsible for administrative procedures relating to human resources

• Managing employee records, including collecting, updating and storing employee documents;
• Drafting and following up contracts and documents relating to HR or benefits for HR such as labour contract, contract with insurance company
• Carrying out payment procedures for employees’ insurance including Social Insurance and Body Insurance. Store and distribute to employees Insurance documents related to Employee’s benefits (Health insurance card, separate sheet…)
• Supporting recruitment process, such as recruitment posting, profiles screening, interview scheduling…;
• Conducting onboarding for new staff, including preparing labour contract, introduction about ACE, delivering equipment, furniture for work;
• Implementing and managing timekeeping for staff.
• Providing information, explaining and supporting staff in using ACE’s benefits such as insurance, allowance…
• Conducting administrative procedures for foreigners to work at ACE
• Ensuring necessary logistics for staff, partners, experts to conduct work at ACE.
• Preparing staff reports as requested internally and by government departments;
• Supporting analysis of data and indicators, enabling the provision of information and advising for decision-making;

 

4. Administrative communication with ACE partners and guests

• Answering and transferring phone calls to who is responsible.
• Receiving and welcoming guests in ACE
• Working with state offices, agencies, departments and authorities as assigned;
• Working with suppliers as assigned;

 

5. Events organization

• Planning and organizing ACE events such as conference, workshop, birthday, anniversaries…
• Conducting administrative procedures as required by legal framework to organize the events;
• Preparing logistics for the events
• Coordinating the participation of other departments/ branches for the events; Coordinating the implementation of the events.

 

6. Other supporting works

Perform other supporting tasks (depending on capacities such as expertise, workload) when being required, including but not limited to:

• Supporting operation team, such as disbursement, encoding, cash safe management… when needed
• Supporting FARM to conduct legal procedures for ACE when being required;
• Supporting accounting tasks when needed.

 

PROFESSIONAL CAPACITIES REQUIREMENT

Qualifications and Education Requirements

• Full-time university graduated or above;
• Proficiency in Vietnamese and English
• Good computer skills: MS office;               

 

Preferred Skills and Educational Background

• Prior experience in microfinance in rural areas or in INGO is an advantage.
• Having management experience in HR, administratives, management of information system, event organization, legal framework, documentation and archieves;

 

CORE CAPACITIES REQUIREMENT

1. Integrity, accountable, proactive, transparent ;
2. Demonstrate high level of trustworthiness and commitment for social missions;
3. Careful, hardworking, multitasking skill
4. High concentration and accurate work handling
5. Be honest, decisive and careful
6. Strong analytical and problem-solving skills
7. Willingness and being capable self-studying, learning by doing, being enthusiastic/open minded to share knowledge and skills to the team members;
8. Ability to work under pressure;
9. Good communication, listening skills;
10. Rigor and sense of organization;
11. Punctuality (in the execution of tasks, the submission of reports, etc.).

 

HOW TO APPLY

1. Application deadline: No later than August 30, 2025.

2. Submission address:

• At the Program’s Head Office and Dien Bien Branch 1: No. 56, Group 02, Nam Thanh Ward, Dien Bien Phu City, Dien Bien Province. Phone number: 0215 382 6828.
• At Dien Bien Branch 3: Hamlet 4, Pom Lot Commune, Dien Bien District, Dien Bien Province. Phone number: 0215 382 5828.
• At Dien Bien Branch 2: Central Market 1, Na Tau Commune, Dien Bien Phu City, Dien Bien Province. Phone number: 0215 390 0768.
• At Muong Ang Branch: Residential Group 3, Muong Ang Town, Muong Ang District, Dien Bien Province. Phone number: 0215 385 6609.
• Or submit via email: [email protected]