BẢNG MÔ TẢ CÔNG VIỆC/ JOB DESCRIPTION
Title: Head of Operations and Administration / Trưởng bộ phận Vận hành - Hành chính
Location: Ho Chi Minh City, Vietnam
Report to: Deputy Director
Type: Full-time, on-site
Position Overview
The position is a critical leadership position responsible for ensuring the smooth, compliant, and efficient day-to-day operation of the HKU Vietnam Representative Office. This role oversees all internal functions including administration, procurement, finance coordination, HR support, vendor management, and facility operations. The ideal candidate will bring a high level of professionalism, discretion, and initiative, and will serve as the key operational backbone of the Representative Office.
Responsibilities:
1. General Affairs
- Manage all day-to-day administrative operations of the HKUVN office.
- Maintain office policies, asset inventory, vendor contracts, and administrative records.
- Oversee procurement processes and ensure alignment with institutional policies.
2. Finance & Compliance Support
- Work closely with the Senior Finance Officer and Deputy Director to support budgeting, expense control, and financial reporting.
- Ensure office expenses are accurately documented, processed, and compliant with Vietnamese regulations.
- Support regulatory filings and audit preparations.
3. Human Resources & Internal Processes
- Manage onboarding/off-boarding processes, timesheets, leave tracking, and HR record-keeping.
- Coordinate staff welfare, training logistics, and basic payroll administration (in partnership with outsourced providers if applicable).
- Help maintain a positive, accountable, and inclusive work culture.
4. Legal, Licensing & Government Liaison
- Ensure operational compliance with local laws, labor code, and representative office regulations.
- Coordinate licensing renewals, labor reports, and official submissions in liaison with external legal/accounting partners.
- Act as the internal liaison for inspections, compliance checks, and correspondence with Vietnamese authorities.
5. Internal Coordination & Support
- Serve as the operational backbone to support the Deputy Director and other functions (e.g., programs, marketing, external relations).
- Coordinate logistics for meetings, events, and delegations.
- Monitor and improve internal workflows and process integrity.
Qualifications & Experience
- Bachelor’s degree in business administration, finance, human resources, or related field.
- Extensive and relevant work experience in office administration, operations, or HR - preferably 5-7 years and within an international organization or educational institution.
- Strong understanding of Vietnamese labor regulations and office compliance requirements.
- Excellent organizational and communication skills (English and Vietnamese).
- Proficient in Microsoft Office Suite; familiarity with basic financial tools or HR systems is a plus.
- High degree of professionalism, confidentiality, and problem-solving ability.
- Attention to detail and ability to juggle multiple competing priorities.
- Ability to foresee potential problems and plan contingencies accordingly.
- Ability to travel for business
Preferred Attributes
- Experience supporting foreign representative offices or nonprofit/education sector operations in Vietnam.
- Comfortable working in a lean, multicultural environment.
- Strong interpersonal skills with a proactive and ownership-driven mindset.