Anne Hill International School

Position: HR EXECUTIVE

Report to: HR Executive will report to HR Manager

Job Overview:

The HR Executive will serve as the HR Department's representative on campuses. They will be responsible for efficiently and proactively managing day-to-day activities related to personnel issues at the assigned campuses.

Responsibilities and Duties:

• Oversee HR General, C&B, Employee Relations, Recruitment & Training responsibilities with the support from HR Team;      
• Manage professional communications and announcements aimed at keeping staffs informed of key updates;
• Maintain accurate and up-to-date HR records (electronic and hard copies) and handle filing in a professional and careful manner;
• Prepare HR reports and metrics for management review;
• Stay informed about HR trends and best practices and suggest improvements to enhance HR operations.

Compensation & Benefits:

• In charge of timely and exactly payment of monthly salary, allowance, OT, Incentive, SHUI, PIT, final payment for Expat and Vietnamese employees;
• Control employee time sheets/ attendance and reconcile with payroll;
• Annually coordinate across operation department to collect information and consolidate the final and approved leave plan and follow-up unplanned annual leave;
• Process declaration and claim procedures of sickness, maternity, convalescence to Social Insurance authorities;
• Prepare and timely export periodical and ad-hoc reports to DOET, DOLISA, Social Insurance and other authorities;
• Proceed applications for PIT code for employees and registration for dependent relief;
• Handle PIT declaration and finalization;
• Regularly and timely input, maintain and keep up-to-date the staff database and employee information;
• Handle document processing for personnel changes in the company upon request (promotion, termination, transfer, salary adjustment, disciplinary measure…);
• Handle general healthcare insurance (get quotations for comparison, arrange proposal, receive employee feedback, supporting claims, etc.);
• Follow up staff performance appraisal; renewal of labour contracts, promotion, allowances and other monetary benefits;
• Analyse market compensation policies, government newly released regulations and prevailing wage rates to develop competitive compensation plan;

Employee relations:

• Record and respond to staffs’ enquiries in a professional and timely manner, or escalate the issue and propose proper solutions to Line Manager;
• Conduct investigations and administer progressive discipline policy and procedures as directed by Line Manager;
• Facilitate termination process, which involves exit interviews or other informal discussions;
• Consult and provide timely advices to Manager or higher level for the purpose of compliance with labour laws, school and HR policies;
• Keep the team up-to-date of changes or updates in labour laws;
• Support for staff events (year-end party, school trip, etc.) and in gift-giving seasons;
• Coordinate to organize company events (as assigned) which are under HR’s function.

Recruitment & Training:

• Handle recruitment for assigned positions and support the team in other recruitment activities;
• Collaborate with hiring managers to identify staffing needs and ensure timely filling of vacancies.
• Maintain recruitment metrics and provide regular reports to management.
• Monitor check-in procedures and deliver induction to ensure newcomers feel welcome on their first date;
• Prepare service and employment offers/ contracts;
• Oversee logistics for training activities;
• Coordinate with related parties and external training providers to organise training courses where needed;
• Evaluate the effectiveness of training initiatives and make recommendations for improvement.

Expat Formalities

• Be responsible for collecting required documents and preparing applications for expat formalities (work permit, TRC, visa, etc.);
• Coordinate with related parties to manage all aspects of expatriate formalities, including visa processing, work permits, and immigration requirements.
• Collaborate with relevant government agencies and external vendors to ensure compliance with local regulations.
• Assist expatriate employees with relocation logistics and support their integration into the organization.

Onsite HR:

• Be a representative of HR & Admin Department to effectively support the assigned campus.
• Manage professional communications and announcements aimed at keeping staff informed of key
• updates.
• Regularly and timely input, maintain and keep up to date the staff database and employee information.
• Maintain, and update HR records (electronic and hard copies) and handle filing in a professional and careful manner.
• Monitor check-in procedures and deliver induction to ensure newcomers feel welcome on their first date.

And other tasks assigned by Line Manager.

Qualifications:

Education:

• University degree in Human Resources, Business Administration or a related field
• English fluency, strong communication both verbal and written
• Microsoft office literacy, especially Excel

Experience:

At least 2-year-experience at similar role.

Competencies:

• Problem solving
• Organizational and time management skills
• Ability to work independently and as part of a team
• Excellent interpersonal and communication skills
• Ability to handle sensitive and confidential information with professionalism and integrity
• Knowledgeable of HR general functions
• Strong knowledge of HR best practices, Labour laws, and labour-related regulations