GENERAL AFFAIRS STAFF

JOB PURPOSE:

• Support the GA Supervisor by taking ownership of routine General Affairs transactions, document control, data preparation, and follow-up so that operational issues and deadlines are visible and controlled.
• Understand the purpose behind assigned work, verify facts, identify abnormalities or inefficient practices, propose practical solutions, and follow agreed actions through closure instead of only executing instructions.
• Coordinate with internal departments, field PICs, and approved service providers to ensure assigned GA activities are completed safely, on time, and with traceable supporting evidence.
• Target: To build a reliable GA support role that completes routine transactions independently within defined boundaries, strengthens issue follow-up and reporting, and allows the GA Supervisor to focus on review, decision, escalation, vendor/service control, and continuous improvement.

RESPONSIBILITIES:

1. Routine GA Transactions & Coordination

• Daily meal headcount/order, OT meal changes, menu display, and preparation of required canteen documents while the current process remains in use.
• Arrange routine shuttle bus/taxi, maintain passenger/user lists, and coordinate approved hotel, flight ticket, courier, mail, and other administrative requests.
• Support meeting-room readiness, company events, approved office supplies, recurring pantry/admin items, and other scheduled GA activities according to the GA calendar.

2. Payment, Contract & Cost Administration

• Prepare and follow up PR/PO/WO/payment packages, service-statement reconciliation, invoices, acceptance evidence, quotations, and required supporting documents.
• Maintain vendor/contract master data and alert the GA Supervisor on contracts or service items approaching expiry/renewal, especially within the next 60–90 days.
• Prepare monthly cost/service data and payment status for review; identify missing documents, unusual variances, overdue items, or risks before submission.

3. Vendor, Service & Issue Follow-up

• Follow routine service actions for canteen, transportation, cleaning, security support, facility/WO, utilities, office services, gardening, and other assigned GA vendors.
• Maintain service records, checklists, open-item/action trackers, and closing evidence; coordinate with field PICs for source information and actual-condition confirmation.
• Perform on-site verification when needed to confirm service quality, work completion, or reported information; this position is not intended to be a full-time patrol or errand role.

4. Expat & Administrative Compliance Support

• Prepare supporting documents and track deadlines for work permit, temporary residence card (TRC), visa, and other assigned expatriate/GA administrative requirements.
• Maintain complete and traceable files, monitor expiry dates, and alert the GA Supervisor early enough for required action or escalation.

5. Reporting, Problem Solving & Continuous Improvement

• Prepare weekly/monthly GA reports and maintain key action trackers.
• Analyze repeated issues, manual/duplicated work, bottlenecks, and basic operational data to identify root causes and practical improvement opportunities.
• Propose and support implementation of simpler workflows, standardized templates, checklists, trackers, or system-based controls; follow agreed improvement actions through closure.

6. Role Boundary & Escalation

• Act as the transaction/document owner for assigned routine work; the GA Supervisor remains the final owner for approval, management decision, escalation, major vendor issues, and cross-functional management matters.
• Do not make independent legal, safety, technical, commercial, or cost commitments outside the approved authority. Technical inspection/maintenance and compliance ownership remain with the competent PIC/function.
• Escalate legal/safety risk, service interruption, employee-impact issue, repeated vendor failure, or significant cost/compliance concern immediately with clear facts and recommended next action.

• College or Bachelor’s degree in Business Administration, Administration, Human Resources, Finance, or a related field.
• Minimum 3 years of hands-on experience in General Affairs, Administration, Office Operations, or a similar support function; manufacturing experience is preferred.
• Practical experience with vendors/service contracts, PR/PO/WO, payment documents, service statements, quotations, invoices, bookings, and administrative records.
• Experience preparing reports/trackers and coordinating across departments or vendors to close assigned actions and deadlines.
• Experience supporting work permit/TRC/visa or other expatriate administration is an advantage.
• Experience in an international organization or multinational manufacturing environment is an advantage.
• Proficient in MS Office, especially Excel; able to organize data, maintain trackers, and prepare clear management reports.
• Working English for email, documents, and basic communication is preferred.

* WHAT WE OFFER:

• Health care insurance (after probation)
• Long year services award
• Public holidays and company day bonus
• Year end bonus
• Team dinner
• Provided with on-the-job training, technical skills development, and company-specific industry courses.

* OTHER INFORMATION:

• Off all Saturdays, leave office at 4 pm on Friday.
• Free Shuttle bus from Ho Chi Minh / Bien Hoa / Ba Ria.