Group

Administration

Location

This post is based in Kim Chung, Dong Anh District, Ha Noi, with some travel required.

Hours of work

37.5 hours per week, extra hours may be required.

Tenure

Initially for 01 year, including a 02 month probation period, with possibility of extension.

Reporting to

Operations Manager

Vacancy reference

JDHAN-0225-002

Background

The Oxford University Clinical Research Unit (OUCRU) is a large-scale clinical and public health research unit, with sites offices in Ho Chi Minh City and Hanoi in Vietnam, Jakarta in Indonesia and Kathmandu in Nepal. In Vietnam, we are hosted by the Hospital of Tropical Diseases (HTD) in Ho Chi Minh City, and the National Hospital for Tropical Diseases (NHTD) in Hanoi. OUCRU Nepal has partnerships with the Patan Academy of Health Sciences and Patan Hospital, and OUCRU Indonesia exists in partnership with the University of Indonesia. As a Wellcome Trust Africa Asia Programme, we have received considerable support from the Wellcome Trust since our establishment in 1991.

OUCRU’s vision is to have local, regional and global impact on health by leading a locally driven research programme on infectious diseases in Southeast Asia. Priority is given to health issues important to the hospitals where we work, and to the countries as a whole where we operate: Vietnam, Indonesia and Nepal. All work is intended not only to benefit the patients seen daily at our host hospitals, but also to help improve patient care.

OUCRU employs approximately 320 people across Viet Nam and has an average annual budget of USD 12mil.

Please see more information on OUCRU website: www.oucru.org

Job summary

The Health and Safety, Procurement Officer is a dual-role position, with 50% of the responsibilities focused on health and safety management and 50% on procurement. The officer will be responsible for ensuring a safe and compliant working environment through proactive health and safety activities, while also managing the procurement of goods and services to support the operational needs of the unit. This role requires strong organizational skills, the ability to collaborate with internal and external stakeholders, and a commitment to maintaining compliance with local and international regulations.

Key responsibilities and tasks

HS Officer Responsibilities

· Planning & management: Coordinate, plan, organise and monitor health and safety activities within the unit.

· Advice to relevant parties on the safety measures to carry out the work without risks to health and safety as reasonably practicable. As a member of the Health and Safety committee, actively participate and provide recommendations and advice to the Committee.

· Health & vaccination: Coordinate annual health reviews, vaccination assessments and provision.

· Risk assessment: Support relevant parties in workplace risk assessments.

· Laboratory biosafety: work closely together with laboratory staff on health, safety and biosafety in the laboratory.

· Training: Provide/organise health & safety training, including H&S induction to new staff, occupational health awareness-raising, H&S update.

· Emergency preparedness: work with host organisation, administration to ensure First Aid, Fire safety and other relevant emergency preparedness and promote positive culture.

· H&S culture: promote Health and Safety within the Unit, and across the OUCRU programme

· Report: Report any breaches to health and safety policy, procedures, all incidents, hazards or risks to H&S Manager, HS committee, University of Oxford. Ensure risk/incident investigation in place.

Report to Operations Manager, Health & Safety Committee the H&S activities on a regular basis; participate and present at the H&S Committee meeting.

Annually report to Vietnamese authorities

· Regulations & compliance: Keep up to date with relevant national & international regulations, decisions, and best practice. Work with Operations Manager to ensure workplace Health and Safety compliance.

· Monitoring & review: Conduct walkthrough, inspections, monitor the effectiveness of the system through HS indicators. Liaise with the Risk and HS Manager to conduct audit, review.

· Audit Preparation: Prepare for and host audits conducted by Oxford, Wellcome, and other funders as required

Procurement Officer Responsibilities

· Contract Management: Support the Operations Manager in preparing, reviewing, and negotiating contracts (e.g., commercial, service, principle/frame contracts) to ensure favourable terms for the organization.

· Procurement Process: Manage the full procurement process, from handling purchase requisitions (PR) and purchase orders (PO) to ensuring timely acquisition of materials and supplies.

· Supplier Management: Maintain relationships with suppliers, including daily interactions, sourcing potential vendors, and evaluating supplier performance for best value.

· Price Comparison: Request quotes, compare prices, and negotiate terms to maximize value for money.

· Collaboration: Work closely with internal teams, including finance, warehouse, and research groups, to align procurement activities with operational needs.

· Logistics Coordination: Track inbound shipments, ensure on-time delivery, and manage outbound shipment processes (e.g., sample dispatch) in collaboration with forwarders and logistics teams.

· Documentation: Maintain records of procurement activities, contracts, and vendor details. Prepare supporting documentation for financial payment processes.

· Ad-Hoc Support: Provide additional procurement-related support as requested by the Operations Manager.

Perform other duties as required by the Operations Manager to meet the overall goals and ensure smooth operation of the unit

Selection criteria

Essential:

·       Bachelor’s degree in business, supply chain, or related field.

·       Fluent in both Vietnamese and English (spoken and written).

·       Proficient in MS Word, Excel, and email systems.

·       Strong commitment to daily health and safety practices.

·       Previous experience in procurement and vendor management[RVD1]  and Health Safety.

·       Familiarity with sourcing and negotiating with vendors.

·       Basic understanding of contract terms and negotiation.

Desired:

·       Good presentation skills; experience in delivering training is a plus.

·       Open-minded with good communication and listening skills.

·       Proactive, able to anticipate and adapt to changes.

·       Detail-oriented with a methodical approach to tasks.

·       Experience in a laboratory or clinical setting is preferred.

·       Formal Health-Safety-Environment training (e.g., IOSH, NEBOSH) is an advantage.

·       Familiarity with quality management systems like ISO standards is a plus

Benefits

-        Contracted salary:

o   Grade: IC3/RS3

o   Salary ranges:  1,262 USD – 1,550 USD   gross per month

-        Optional insurance : In-patient and out-patient medical coverage; Personal accident insurance coverage

-        Two months salary for annual bonus and clothes 

-        Annual leave 18 days/year for the first year, a maximum of 30 days

Other responsibilities and benefits are based on Viet Nam Labor Law.

How to apply

Interested candidates are invited to send curriculum vitae, cover letter and copies of relevant certificates by email to Ms. Pham Thi Thanh Hoa – Operations Manager

* The cover letter should detail:

- What part of your education, training or employment history has best equipped you for this position and why you would be a good candidate?

- Contacts of two referees who are your latest HR/ line manager and can provide details of relevant work experience and attitude

*** We thank all candidates for their interest but only short-listed applicants will be notified for interview.

Contact person

Pham Thi Thanh Hoa

Deadline for submission

28 February 2025

• Bằng cấp: Đại học
• Hình thức: Nhân viên chính thức
• Độ tuổi: Không giới hạn tuổi
• Lương: 25 Tr - 35 Tr VND