HR Officer

The HR Officer is responsible for implementing the administrative process of residency and work permit registration for foreign employees and their family members, ensuring their legitimate status in compliance with current legal regulations while working at SSIS.

Key responsibilities include overseeing onboarding and offboarding, and maintaining expatriate profiles. The post holder also coordinates relocation and expatriates support services, and serves as the primary communication point for Expat Services.

1. Compliance & Immigration Management

• Monitor and ensure legal compliance with Vietnamese government requirements for expatriate employees and their dependents, including visas, work permits, and temporary residence cards.

• Handle the whole administrative process externally and internally of residency and work permit registration for expatriate employees and their family members, including but not limited to first entry, renew/update visa/work permit, renew/ change passport, update marital status, local residence registration, leaving.

• Serve as a primary point of contact for expatriate employees on compliance/legal matters, addressing their queries and concerns promptly; provide guidelines in details to ensure expatriate employees (and their family members) understanding of the procedure/ steps to do all legal documents supporting to apply work permit and visas on time and in full.

• Liaise with related government agencies and service vendors to ensure timely processing of residency and work permit registration; relevant legal documents and other compliance procedures.

• Be up to date constantly to any changes or amendments to the prevailing laws/rules/regulations, changes in forms/ formats and other procedures to ensure the compliance and keep the HR Manager/HR Director advised of such changes.

2. HR Services - Expatriates support

• Coordinate logistics for expatriates’ relocation to Vietnam, including but not limited to guidance on documents authentication, entry visa, flight tickets, shipment-in, accommodation. Support orientation program for new expatriate employees; Provide support and guidance to expatriates during their initial settling period.

• Coordinate the onboarding and orientation process for new foreign hires, including the coordination of health check-ups, police checks, and bank account setup.

• Act as the primary liaison for expatriate affairs, supporting expatriate staff and their family members with administrative and legal procedures relating to local authorities and providing comprehensive expatriate support, including housing searches, lease arrangements, banking matters, relocation logistics (shipping in/out), and dedicated insurance assistance —and beyond.

• In charge of the offboarding process, coordinating with relevant divisions to ensure departing expatriates provided guidance to prepare for their departure.

3. Data Management

• Maintain up-to-date profiles of expatriates and their family members, including passports, visas, work permits, and related documents in both physical and digital formats; Maintain records for substitute teacher and coach profiles.

• Produce and submit external reports to relevant government authorities and internal reports for school and HR management requirements.

4. Administrative Coordination

• Coordinate and prioritize workflows to meet deadlines and ensure the delivery of high-quality HR services.

• Coordinate with HR team to build up, manage and maintain document system related to HR procedures, HRM system, HR and school rules and policies; Propose amendment of the existing policies and procedure in line with school HR strategy and implement the changes under the in charge areas.

5. Others

• Participate in HR projects from time to time which are relevant to the areas in charge.

• Perform other duties when assigned by the direct supervisor to support the overall objectives of the HR department.

● Knowledge, Ed

Yêu cầu công việc

● Knowledge, Education and Experience:

o Technical Knowledge: BA Degree in Labor relations/Human resources management/Business Administrations or equivalent;

o Knowledge of administration regulations mandated by the Vietnamese government; Knowledge of immigration laws and working laws for expatriates.

o Year of experience: 3 year of related experiences

● Skills:

o Strong quantitative and analytical skills.

o Interpersonal skills: Thoughtful handling and careful judgment regarding stakeholder relationships and communications; extremely comfortable working across diverse constituencies and communicating effectively at every level; friendly and customer-service oriented and respecting others’ point of view.

o Problem solving skills: solve problems and overcome challenges creatively and effectively; are persistent and always work to arrive at the best possible solution.

o Excellent communication skills.

o Good presentation skills.

o Time management skills: manage time efficiently and are highly organized; Allocate and optimize resources, and manage timelines.

o Proficiency with Microsoft Office

o English Proficiency in written and oral.

● Abilities:

o Dependability/Reliability: Ability to exercise independent judgment and work with limited supervision. Ability to handle sensitive and confidential matters with appropriate discretion.

o Accuracy: To consistently deliver work of a high standard of quality, precision and according to standards, procedures, rules, regulations and expectations.

o Details oriented: Achieves thoroughness and accuracy when accomplishing a task through concern for all the areas.

o Teamwork: Ability to work collaboratively with others, working on a team.

o Ability to prepare reports, proposals, policies and procedures.

o Well-organized.

● Physical demands: no special requirement

● Environmental conditions: Office working environment and relevant authorities visit

Quyền lợi

• Chăm sóc sức khoẻ:
  - Health insurance - Personal Accident insurance - Annual health check-up
• Nghỉ phép có lương:
  - 12 Annual leave days - Up to 14 Addiontal leave days
• Đào tạo: Personal professional development
• Thư viện: school libraries
• Máy tính xách tay: Work laptop
• Cơ hội du lịch: Annual company trip
• Căn-tin: In-term school lunches