Career Tag: Document

[HA NOI OFFICE] Manpower Planning & Reporting Officer

Primary Objective:

  • Oversee databases, software, and computer systems that companies use to manage human resources
  • Analyze HRIS systems, collect issues, and follow up performance

Roles and responsibilities:

HRIS System Management & Improvement:

– Work with HR managers/Deputy Manager and other departments to determine HRIS needs
– Analyze HRIS performance metrics and resolving application issues
– Document processes, identifying HR concerns, and compiling data analysis reports
– Coordinate training and technical support as schedule
– Propose and implement new processes and systems for efficient HR management
– Perform statistical analysis on gathered HRIS data and running queries
– Ensuring the efficient recording and secure storage of HR metrics, including attendance and employee performance data
– Keep track of technological advancements and trends in the field of HRIS
– Work with supplier, IT dept & related department to setup, maintain & fix system.

HR Reporting:

– Designs and maintains the HR Data and ensures that just one source of master data exists
– Supports Managers by designing customized reports providing source data
– Runs the strategic HR reports and comments the most important trends
– Runs regular audits over HR data and reports issues to be corrected
– Designs the HR data privacy policy and sets rules for the data access to different HRIS modules
– Cooperates with specialists from other departments as HR data are connected with the data from the rest of the organization

Other duties:

Other tasks or responsibilities as assigned by HR Deputy Manager – Manpower Planning.

Qualification and Job Requirements:

  • Bachelor’s Degree in Computer Science, Information Systems, HR Management, Business Administration, or similar.
  • Minimum 01 years of talent acquisition and/or HRIS experience
  • Good knowledge about IT and HR
  • Ability to gather and interpret data, as well as improve HRIS processes.
  • Experience in documenting processes, as well as performing diagnostic tests and audits
  • Good written and oral communication ability in English
  • Office Computing literate.
  • Good appearance, nice, good looking.

Please send your updated CV to: Ms. Huyen – huyen.nguyen@aeon.com.vn

Admin Officer

  • Key responsibilities:

1. Document management:

* Control company’s processes:

– Collect & manage procedures of all departments systematically for company

– Coordinate with related department to check the standardization for all procedure

– Support for posting on internal system and announce officially

– Follow up & collect revise versions of all procedures yearly.

* Manage incoming/outgoing letter/ document:

– In charge of classifying and giving the outgoing letter number for departments

– Managing all outgoing letters on Web portal as regulation of company

– In charge of all incoming letters for company systematically

– Arranging, classifying all incoming letters and distributing to related departments.

* Document manage:

– Assist in studying, researching & collecting all issues related to document of all department

– Assist in making regulations for issues relating to document storage.

– In charge of look for, collect information related to document for total company

– In charge of receiving handover document related new store opening from Constructor

– In charge of classifying, studying & arranging these document

– Support for License & document recordkeeping

2. Others

– Other tasks or responsibilities as assigned by Admin Manager & Admin Executive

  • Job Requirements:

1. Qualifications & Experience:

– University degree – Record and Archives Department.

– Minimum 01 year of administrative/ record & archives experience.

2. Knowledge, Skills & Behaviors:

– Good command of spoken and written English.

– Computer literate: Word, Excel, PowerPoint, Outlook and Internet.

– Strong communication skill (both verbal & written).

– Detail oriented and be able to handle multi-tasks.

– Good organizing and time-management skills.

– Good problem solving skills.

[Hai Phong] Admin Manager

Key Responsibilities:

1.      Administrative tasks

–       Implement store operating plan within budget parameters and sustain during financial year.

–       Develop and implement new administrative systems, such as record management.

–       Supervise daily store warehouse’s opening and closing; provide guidance through the implementation of standard procedure and monitor store keys.

–       Supervise material order to ensure cost efficiency, the ordering and issuing of uniforms, name badges and swipe cards.

–       Coordinate with Aeon Delight to tackle issues relating to house-keeping, security and technical matters.

–       Receive and work with inspection team from governmental authorities.

–       Supervise other matters relating to staff’s benefits, i.e. staff bus, staff canteen, medical room, garbage management.

2.      Process & Guidelines

–       Develop working process, guidelines for other departments to ensure smooth operation.

–       Communicate, train, implement and sustain relevant policies, processes and procedures within the store to deliver the required outcomes.

3.     Cost Control

–       Rigorously examine store’s budget and expenditure to come up with cost saving plan.

–       Control store expenditure within budget parameters.

–       Promote, strengthen cost effectiveness mindset to all Store staff.

4.      Supporting roles

–       Plan ahead and work towards material order and related processes for new store’s opening.

–       Support other functions in execution of promotion schemes, customer survey, handling customer’s grievance and finding solutions to arisen difficulties in operation.

–       Support other departments regarding recruitment plan, staff allocation plan to ensure adequate staffing for smooth operation, especially in peak seasons.

5.     Manpower management
–      Optimize people productivity by manpower planning and implementation to achieve target and maximum productivity.

–       Ensure efficient leadership to direct the Line/Department towards Company’s business strategies. 

–       Take part in recruitment & selection activities for Line/ Department’s staffing.

–       Motivate, training and develop staff in order to encourage their professional development.

–       Identify potential staff for succession planning purposes.

6.     Other duties
Other tasks or responsibilities as assigned by Store Manager and or Senior General Manager – Operation.

Job Requirements:

Qualifications & Experience:

–          University graduate.

–          A minimum of 5 years related office/administrative management experience, preferably in retail industry.

Knowledge, Skills & Behaviors:

–          Computer literacy (Ms. Office, Internet,…).

–          Sound knowledge of retail background.

–          Highly organized and able to prioritize, demonstrated attention to detail.

–          Advanced written, verbal, and interpersonal communication skills.

–          Demonstrated ability to build effective teams and motivate employees.

–          Strong initiative and leadership skills.

–          Excellent communication skills, both verbal and written.

–          Ability to adapt quickly and react positively to business needs and changes in strategies.

–          Good command of English: verbal and written.

–          Be able to work at shift & on Public holidays.

–          Have ability to relocate to other Stores as per Company’s assignment is a plus.

Admin Officer, Document

Key responsibilities:

1. Control company’s processes:
– Collect & manage procedures of all departments systematically for company
– Coordinate with related department to check the standardization for all procedure
– Support for posting on internal system and announce officially
– Follow up & collect revise versions of all procedures yearly.

2. Manage incoming/outgoing letter/ document:
– In charge of classifying and giving the outgoing letter number for departments
– Managing all outgoing letters on Web portal as regulation of company
– In charge of all incoming letters for company systematically
– Arranging, classifying all incoming letters and distributing to related departments.

3. Document manage:
– Assist in studying, researching & collecting all issues related to document of all department
– Assist in making regulations for issues relating to document storage.
– In charge of look for, collect information related to document for total company
– In charge of receiving handover document related new store opening from Constructor
– In charge of classifying, studying & arranging these document
– Support for License & document record keeping

4. Others:
– In charge of managing office’s projectors and equipment to ensure they are in good conditions and available to users
– Other tasks or responsibilities as assigned by Admin Manager & Admin Executive

Job Requirements
1. Qualifications & Experience
– University degree – Record and Archives Department.
– Minimum 01 year of administrative/ record & archives experience

2. Knowledge, Skills & Behaviors
– Good command of spoken and written English.
– Computer literate: Word, Excel, PowerPoint, Outlook and Internet.
– Strong communication skill (both verbal & written).
– Detail oriented and be able to handle multi-tasks.
– Good organizing and time-management skills.
– Good problem solving skills.

Admin General Affairs Executive

Key responsibilities:

1. Manage general affairs for Headquarters:
– Supervise business trip arrangement for staffs (booking air ticket, hotels, travel insurance…)
– Supervise office equipment management, daily mail & post
– Supervise new staff preparation, working tool collection from resign staff
– Control admin duty related to Japanese expats (apply work permit/ residence card/ VISA, apartment/ car contracts…)
– Control company bus and company car

2. Set up and management customer bus for stores:
– Set up customer bus route for new store
– Make monthly report of customer quantity and bus renting cost
– Propose to improve efficiency of customer bus
– Monitor bus suppliers and solve all issues related to customer bus
– Inform to all related Departments and monitor bus routes changing/ cancellation

3. Set up and management canteen for stores:
– Set up canteen for new store
– Support to apply Certificate of food safety and hygiene for canteen
– Make monthly report of meal quantity of store and canteen material
– Do survey staffs’ comment about quality of canteen service
– Propose to improve quality of canteen
– Monitor canteen suppliers and solve all issues related to canteen

4. Set up and management taxi service for stores:
– Set up taxi service for new store
– Monitor taxi suppliers and solve all issues related to taxi
– Make monthly report of quantity of taxi usage in stores

5. Set up and management taxi service for stores:
– Set up taxi service for new store
– Monitor taxi suppliers and solve all issues related to taxi
– Make monthly report of quantity of taxi usage in stores

6. Others:
– Other tasks or responsibilities as assigned by Deputy Admin Manager

Job Requirements:

1. Qualifications & Experience

– University degree
– Minimum 03 years of administrative experience
– Experience of applying work permit/ residence card/ VISA for expats

2. Knowledge, Skills & Behaviors

– Good command of spoken and written English
– Computer literate: Word, Excel, PowerPoint, Outlook and Internet
– Strong communication skill (both verbal & written)
– Detail oriented and be able to handle multi-tasks
– Good organizing and time-management skills
– Good problem solving skills

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