Job title: Human Resources & Administration Assistant
Type of position: Full-time
Number of vacancies: 01
Location: Ha Dong District, Hanoi
Deadline for application: August 5, 2025
The Vietnam Foundation (VNF) is a non-governmental and non-profit organization established in the US in 2008. With the mission of “Improving the life of the Vietnamese people through education,” VNF has implemented various educational programs, including: the Vietnam Open Educational Resources Program; support initiatives for the visually impaired such as the Talking Book Library and scholarships for blind students; and the Khan Academy Vietnam (KAV) Program, which assists schools, teachers, and learners in effectively using the Khan Academy platform to drive digital transformation in teaching and learning.
OVERVIEW
The Human Resources and Administration Assistant is responsible for supporting all human resources (HR) functions, including recruitment, recording of staff profiles, employee relations, performance management, and ensuring that in-country HR policies and procedures align with the organization’s standards and comply with Vietnamese labor laws. They also support administrative operations to ensure efficient office management and compliance with organizational procedures. This position plays a vital role in fostering a productive work environment and ensuring smooth day-to-day operations.
RESPONSIBILITIES AND TASKS
- HR Tasks
- Record and keep update of staff profiles; Monitor timesheets and leave records;
- Monitor contract renewals; o Assist the management team in performance review policy and procedure; o Deal with issues related to social insurance and health insurance; always update new regulations related to labour and insurances;
- Support the entire recruitment process, including drafting job descriptions and advertisements, screening candidates, coordinating interviews, preparing interview reports, conducting reference checks, extending job offers, and issuing employment contracts; also assisting with employee offboarding procedures;
- Assist in developing and regularly updating VNF’s HR management policies, ensuring that all internal policies and procedures are aligned with the organization’s standards and fully comply with Vietnamese labor laws;
- Actively engage in INGO, HR, and Administration networks, and develop strong relationships with relevant government agencies and partners.
- Administration Tasks
- Assist with the operational functions of the office; Provides the administrative works on daily basis to ensure office running smoothly;
- Assist with procurement, track the record of procurement; Collect invoices from vendors and prepare supporting documents to submit to Finance team for payment;
- Manage petty cash to ensure compliance with financial regulation of the organization;
- Assist with setting up meetings and events;
- Provide support for international visitors such as visa, transportation, accommodation, etc.;
- Prepare the letters/reports (both in English and Vietnamese) to relevant authorities and partners and other stakeholders as required;
- Oversee office equipment and inventory tracking;
- Support the Operations Manager with daily tasks and other tasks directed by the Operations Manager;
- Direct report to the Operations Manager.
QUALIFICATION
- Bachelor degree in human resources, or business administration, or finance and accounting, or other relevant subjects;
- At least one year of experience in HR management or administration management is required;
- Good knowledge of Vietnamese laws on labor and other relevant applicable laws and regulations;
- Fluency in both written and spoken English is required. Good skill of writing correspondences/documents following Vietnamese and English style;
- Detail-oriented personality and habits;
- Good skills on communications and problem solving; Able to handle confidential information appropriately;
- Strong computer skills (Microsoft word, Excel, PowerPoint and other basic applications); Prior experience working in INGOs is preferred.
BENEFITS
- This is a full-time paid position with competitive benefits; social insurance on full amount of salary;
- Working in an open, dynamic and friendly environment.
Interested applicants shall submit their CV/resume and cover letter to email [email protected] by 5PM, August 5, 2025. Applicants are encouraged to submit their application as soon as possible, as this recruitment may be closed after the suitable candidate is found. If you have any questions, please reach out to us at [email protected].