Key Responsibilities
This role goes beyond execution. It is an opportunity to drive solutions and own strategy for key service areas as followings:
1. Global Mobility Operations
Own the full mobility lifecycle for local hires and expatriates, including:
- Coordinate end-to-end relocation, onboarding logistics, and integration processes for internal assignments between organizations of MF group.
- Source and oversee third-party vendors for life facilitation services, including housing searches, school placements for dependants, home leave flights etc.
- Drive the complete repatriation process for international assignees, including lease terminations and exit logistics.
- Drive applications and renewals for work permits, visas, and resident cards in compliance with local immigration laws.
- Implement global mobility policies and serve as the primary point of contact for reviewing, benchmarking, and updating policy frameworks to ensure a fair and cost-effective approach.
- Partner with C&B, finance, legal and external vendors to streamline necessary information for a successful mobility including payroll, allowances, tax and financial compliance.
- Advise stakeholders and employees on available arrangement options and recommend the optimal solution.
- Execute additional mobility-related tasks, including assignment tracking, dashboards building and maintenance.
2. Office and facilities management
Own end-to-end office and facilities management across the organization.
- Oversee office upkeep, layout planning, routine maintenance, repairs, and general cleanliness to ensure a high-standard work environment.
- Source and manage vendor relationships for office assets and all necessities for an efficient safe and dynamic office environment including fire protection tools, stationery, supplies, office insurance etc.
- Drive and implement workplace health and safety protocols, coordinate fire safety drills, and ensure local regulatory compliance and certifications.
- Maintain inventory control and lifecycle tracking for corporate fixed assets, office furniture, and facility equipment.
- Oversee transport operations and parking allocations for employees and external stakeholders.
- Track GA expenditures, manage operating budgets, and execute cost-control initiatives.
- Partner with cross-functional teams to plan and execute corporate events, team-building activities, and logistics for office visits.
- Execute additional office-related tasks, including environment health tracking, dashboards building and maintenance.
3. Procurement and travel advisory
Own the end-to-end facilitation of travel to and from Vietnam across all global entities while managing local office procurement operations.
- Act as an expert advisor to employees regarding travel requirements, including visa applications, entry requirements and regional safety advisories.
- Evaluate supplier proposals, negotiate competitive pricing, establish payment terms, and lock in service agreements.
- Manage existing vendor relationships effectively so that information is streamlined across relevant divisions for agile decisions and action.
- Expand the preferred vendor list for recurring needs, such as accommodation and flight providers, to streamline future arrangements.
Requirements
- Experience:
- Minimum of 5 years of experience in HR Administration, Global Mobility, and General Affairs.
- Deep knowledge of local labor codes, visa, work permit, TRC processes, taxation guidelines for both international assignment or business trip
- Experience with international mobility - preferably between Japan, India and Vietnam - will help you stand out.
- Strong hands-on experience driving visa, workpermit, TRC processes.
- Track record of leading comprehensive office management, facility operations, and administrative functions.
- Prior experience in multinational corporations (MNCs) is highly preferred.
- Technical Skills:
- Proficient in establishing and maintaining high clerical and administrative standards.
- High proficiency in MS Office or Google Workplace, with a proactive drive to utilize digital tools (both SaaS and AI-powered tools) for process automation and data accuracy.
- Soft Skills:
- Exceptionally detailed, diligent and resourceful, particularly when driving complex operations.
- Strong communication skills in both English and Vietnamese (spoken and written).
- A proactive open and growth mindset is essential for staying updated on changing external and internal context and constantly seeking opportunities for continuous self enhancement.
Caring Mental & Physical Recreation:
- Hybrid working: 2 days at the office and 3 days WFH
- Working hour: Flexible start 8AM-9AM from Mon-Fri
- Full salary in probation
- Insurance: Applied from Probation period:
- Social Insurance, Health Insurance, Unemployment Insurance (on 100% salary)
- Private health insurance & accident insurance. From Managing level: extra for family members
- Bonus: 13th month salary
- 16 - 24 paid days off and more
- Paternity leave: Extra 5 days
- Annual company trip; Quarterly team building
- Billiards & Running club
- Annual health check
- Well-equipped facility: Macbook pro, additional monitor,..
Caring Career & Development:
- Clear Career path
- Foreign language & International technology-related certifications sponsoring
- External & internal training courses
- Soft-skill workshops
- Tech seminars
- Monthly and biannual Recognition Awards
- Performance & salary review: twice/year (Jun & Dec)
