International School Ho Chi Minh City ★ 3.0

Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed.

Position Objective
The HR Assistant is responsible to assist Human Resource Department in admin and logistic duties to provide the best HR services to the company on various perspectives: work permit and visa for expatriate staff, relocation and travel logistics, safeguarding and safer recruitment, professional development arrangement, kinds of insurances and payment, budget record for activities, events, etc.
This position acts in accordance with all functions of HR to demonstrate professionalism and a strong customer service approach to both internal and external stakeholders of the company

Responsibilities
The job holder’s responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Child Protection Officer/Designated Safeguarding Lead or to the Head of indeed to the Regional CEP so that a referral can be made accordingly to the relevant third part services.

HR Assistant reports directly to HRBP Manager or designated person on a timely basis, and performs a full range of duties, including but not limited to:
1. Expatriate services (~60%): To provide service to expatriate staff in work permit/visa /temporary residency card application process, connect agents for relocation support and other with related matters in the timely manner.
• Manage the whole process of work permit, visa, TRC and related document for expatriate and their eligible dependents including new hires, renewal and exit which follow the Government requirements in timely manner;
• Contact point with agent to guide expatriate staffs to provide document, support legalization / notarization process when needed.
• Undertake and follow up with Global background check, Local police check etc… as a part of the safer recruitment process.
• Be in charge of the Government report(s) or any related report as requested
• Other expat services support including the HR orientation, staff profile arrangement etc… requested
2. Safeguarding process (~30%): To manage the safeguarding process as per regional policy for non-employee included outsourcing staffs, contractor, third party/ vendor, …
• Keep track on non-employee process to align with School and group safeguarding process
• Making report of non-employee status on safeguarding monthly
• Support to liaise with the School DSL(s) and make appropriate arrangement for the face to face safeguarding training / online trainings
3. Recruitment (~5%):
• In charge full recruitment process of assigned positions (Teaching Assistant, Officer, Facilities,…)
• Update new hired information to HRIS systems, staff profile arrangement
4. General HR tasks (5%) : To provide administrative support payment, reimbursement, PO related to ISHCMC
Undertaking other adhoc tasks as and when required.