Vacancy Announcement
The Wildlife Conservation Society – Indonesia Program (WCS-IP) is currently seeking for qualified candidates to fill the following vacancies:
Human Resources and Administration Manager (Bogor Office)
Job Summary:
The Human Resources & Administration Manager will report directly to the
Country Director. She will manage Office Operations including Vehicle
Fleet, IT and Procurement, as well as Human Resources development.
The job of the Human Resources & Administration Manager is to plan,
direct, or coordinate supportive services of the organization to operate
efficiently and cost effectively. This includes but is not limited to
management of office space allocation, office security, facilities
maintenance and operation, procurement, record-keeping, mails, materials
scheduling, printing, reproduction, distribution, communication
management, vehicle fleet management and other office support service.
She will also develop, advises on and implements policies relating to
the effective use of personnel within an organization. These cover areas
such as working practices, recruitment, pay, conditions of employment,
performance monitoring, staff development and employee counselling.
Responsibilities:
Management:
• Assist the Country Director to manage and coordinate administrative
and general services for the Country Office and Field Offices.
• Supervise and manage performance of the Administration Officer and
Administration Assistant in Bogor Office and guide Finance and Admin
Officer in the field offices on office management.
• Leads and participates in the development of Admin policies and
procedures to be able to maintain a well-financially controlled
environment. Ensure consistent application of policies across all
offices.
• Provides day-to-day guidance and advice to staff specifically in
interpretation and implementation of various office policies and
procedures.
• Provides key input and guidance to the Admin and IT team in resolving
pending items, or problems and irregularities and ensure resolution in a
timely and effective manner.
• Maintains liaison with government agencies and other implementing
partners as needed. Keep updated on relevant government rules and
regulations.
Procurement:
• Develop and update procurement policies and procedures to ensure
efficient use of organization’s funds.
• Keep updated on local regulations and donor guidelines that affect the
procurement process of the
organization.
• Endorse vendor selection and issue approved procurement order forms.
• Negotiate pricing, terms, and conditions of sales and warranties of
goods with key suppliers and vendors.
• Negotiate pricing, terms, and conditions of contracts with contractors
and/or service providers.
Office Assets:
• Allocate office spaces to provide comfortable workstations and ensure
necessary work equipment and other needs of the staff are available.
• Maintain an adequate stock of office supplies.
• Oversee regular maintenance of the office facilities, vehicles,
furniture and equipment.
• Assure follow through on maintenance agreements or contracts.
• Responsible for keeping an inventory and order of office supplies,
materials, vehicles, furniture and equipment.
• Manage asset disposal process ensuring it is within WCS, local
regulation and donor guidelines.
Office Operations:
• Monitor the use of supplies and equipment.
• Coordinate the repair and maintenance of vehicles, office equipment,
and office repairs.
• Negotiate leases of properties and ensure timely completion of
contractual obligations.
• Primary liaison with the landlord and other service providers
(internet, phone, car service, etc.).
• Maintain telephone, computer and internet system.
• Ensure efficient and effective transport and other logistic services.
Information System:
• Manage the performance of IT staff.
• Ensure that information system run smoothly.
Communication:
• Oversee the daily sorting and distribution of mail and other office
correspondences.
• Assure that oral communication (both in person and by phone) is
relayed to appropriate staff person.
• Assure requested announcements and information to be communicated
across the organization and is followed through.
• Oversee the Admin Officer in filling letters/documents especially for
important/confidential documents.
Visitor and Event Management:
• Set up procedures and policies for visitors and ensure its
implementation.
• Ensures necessary support and services during major activities in the
country office and field offices i.e. workshops, annual
organization-wide meetings, HQ staff visits and trips by various donors
and partners.
• Plan and prepare for meetings, conferences and conference telephone
calls.
• Coordinate meeting logistics to ensure all materials, documents and
equipment necessary for the meeting is available and that all concerned
party is well informed.
Records Management:
• Maintain an efficient general filing system so that historical
references can easily be filed and retrieved.
• Maintain the library materials and keep a database of such.
Human Resources Management:
• Recruitment and Selection
• Prepare personnel forecast to project employment needs. Identify staff
vacancies and recruit.
• Assist in the interview and selection of applicants, and conduct
reference checks on possible candidates.
• Assist Project Leads and other Department Heads in the development of
job description for new positions.
• Ensure job descriptions of all staff are updated.
• Maintain up-to-date recruitment progress report, staffing database and
all related HR communication.
• Process all local recruitment requests in an effective and efficient
manner. Allocate human resources, ensuring appropriate matches between
personnel.
• Develop, administer and evaluate applicant tests.
• Managing orientation program for employee to the organization and
culture. Provide current and prospective employees with information
about policies, job duties, working conditions, wages, opportunities for
promotion, and employee benefits.
Compensation and Benefits:
• Prepare the salary matrix and staff grading to fit into the matrix.
• Analyze and modify compensation and benefits policies to establish
competitive programs and ensure compliance with legal requirements.
• Prepare monthly payroll and make all necessary co-ordination to make a
smooth and efficient operation (variable compensation, overtime, special
payments). Ensure that accurate statutory deductions and other
receivable are collected from staff.
• Prepare and submit the payroll documents to the Finance Department on
a monthly basis.
• Compile all data needed for the annual salary review, and the annual
performance appraisal analysis.
• Manage the staff insurance and severance package.
• Prepare and follow budgets for personnel operations.
• Training and Development:
• Coordinate with the other department heads for development of a staff
development plan that will include identification of specific trainings
needed acquire new skills and enhance current skills
• Identify training providers and donor-provided training/workshops
• Maintain a database for training program of staff.
• Employee Relations:
• Perform difficult staffing duties, including dealing with
understaffing, refereeing disputes, firing employees, and administering
disciplinary procedures.
• Identify and handle complaints, disputes and grievances of all staffs
and to report them to the appropriate supervisor and to the Country
Director
• Serve as a link between management and employees by handling
questions, interpreting and administering contracts and helping resolve
work-related problems.
• Promote a conducive working environment through employee relations
activities and communication.
• Conduct exit and grievance interviews with all departments/staffs.
Provide terminated employees with outplacement or relocation assistance.
• Assist in handling all local labour cases.
Attendance and Leave:
• Monitor absences and leaves taken by staff and ensure current data is
on hand at any given point in time.
• Review causes for staff absences/tardiness and recommend solutions to
resolve habitual attendance difficulties.
• Monitor compensatory time offs availed by staff.
• Monitor staff travel and coordinate actions to ensure the smooth
operation.
• Inform affected staff of prolonged unexpected absences from work and
coordinate actions ensuring the continuity of project implementation.
Others:
• Provide secretarial services for the Country Director and Deputy
Director from time to time.
• In coordination with the Finance Manager, administer the relocation
and other overseas assignment benefits of incoming and outgoing country
based expatriate staff.
• Provides assistance and support during internal and/or external audit.
• Ensure compliance with donor agreements regarding human resource and
with local labor laws.
• Ensure that complete personnel files are kept up to date for all staff
(past and present).
• Maintain records and prepare statistical reports concerning
personnel-related data such as hires, transfers, performance appraisals,
and absenteeism rates.
• Ensure that expatriate staffs have current and appropriate working
documents to work in Indonesia.
• To represent WCS to public, NGO, Government and donors as required.
• Undertakes other tasks as deemed necessary in line with the goal of
providing management support to the Country Office as assigned by the
Country Director.
Requirements:
• Have a diploma or a Bachelor’s Degree.
• Minimum 7 years successful experience working in similar position with
an NGO (local or international).
• Understanding of all aspect of human resources management.
• Strong leadership and interpersonal skills, solid programming,
financial and organizational development skills; strong coaching skills
and excellent analytical and financial planning skills.
• Strong analytical and interpretative problem solving skills.
• Self-motivated and resourceful, with the proven ability to multi-task
and operate successfully under tight deadlines and time pressures.
• Knowledge of the policies, regulations, reporting formats, and
cultures of traditional donors, including AUSAID, UNESCO, USFWS, World
Bank, Packard and others.
• Good oral and written communication skills. English and
Bahasa-Indonesia.
• Good working computer skills. Knowledge in using Microsoft Office
Applications.
• Concern for wildlife conservation & environmental issues is essential.
Application:
When you are interested on the above position and consider that you
possess the necessary qualification, please submit your job application
consisting of updated curriculum vitae, expected salary, three
professional references and a cover letter explaining your interest
towards this work and/or this organization to recruitment@wcsip.org. The
email subject should be put as: "Human Resources and Administration
Manager".
Deadline:
19 February 2014.
No correspondence, only short-listed candidates will be notified.
The Wildlife Conservation Society – Indonesia Program (WCS-IP) is currently seeking for qualified candidates to fill the following vacancies:
Human Resources and Administration Manager (Bogor Office)
Job Summary:
The Human Resources & Administration Manager will report directly to the
Country Director. She will manage Office Operations including Vehicle
Fleet, IT and Procurement, as well as Human Resources development.
The job of the Human Resources & Administration Manager is to plan,
direct, or coordinate supportive services of the organization to operate
efficiently and cost effectively. This includes but is not limited to
management of office space allocation, office security, facilities
maintenance and operation, procurement, record-keeping, mails, materials
scheduling, printing, reproduction, distribution, communication
management, vehicle fleet management and other office support service.
She will also develop, advises on and implements policies relating to
the effective use of personnel within an organization. These cover areas
such as working practices, recruitment, pay, conditions of employment,
performance monitoring, staff development and employee counselling.
Responsibilities:
Management:
• Assist the Country Director to manage and coordinate administrative
and general services for the Country Office and Field Offices.
• Supervise and manage performance of the Administration Officer and
Administration Assistant in Bogor Office and guide Finance and Admin
Officer in the field offices on office management.
• Leads and participates in the development of Admin policies and
procedures to be able to maintain a well-financially controlled
environment. Ensure consistent application of policies across all
offices.
• Provides day-to-day guidance and advice to staff specifically in
interpretation and implementation of various office policies and
procedures.
• Provides key input and guidance to the Admin and IT team in resolving
pending items, or problems and irregularities and ensure resolution in a
timely and effective manner.
• Maintains liaison with government agencies and other implementing
partners as needed. Keep updated on relevant government rules and
regulations.
Procurement:
• Develop and update procurement policies and procedures to ensure
efficient use of organization’s funds.
• Keep updated on local regulations and donor guidelines that affect the
procurement process of the
organization.
• Endorse vendor selection and issue approved procurement order forms.
• Negotiate pricing, terms, and conditions of sales and warranties of
goods with key suppliers and vendors.
• Negotiate pricing, terms, and conditions of contracts with contractors
and/or service providers.
Office Assets:
• Allocate office spaces to provide comfortable workstations and ensure
necessary work equipment and other needs of the staff are available.
• Maintain an adequate stock of office supplies.
• Oversee regular maintenance of the office facilities, vehicles,
furniture and equipment.
• Assure follow through on maintenance agreements or contracts.
• Responsible for keeping an inventory and order of office supplies,
materials, vehicles, furniture and equipment.
• Manage asset disposal process ensuring it is within WCS, local
regulation and donor guidelines.
Office Operations:
• Monitor the use of supplies and equipment.
• Coordinate the repair and maintenance of vehicles, office equipment,
and office repairs.
• Negotiate leases of properties and ensure timely completion of
contractual obligations.
• Primary liaison with the landlord and other service providers
(internet, phone, car service, etc.).
• Maintain telephone, computer and internet system.
• Ensure efficient and effective transport and other logistic services.
Information System:
• Manage the performance of IT staff.
• Ensure that information system run smoothly.
Communication:
• Oversee the daily sorting and distribution of mail and other office
correspondences.
• Assure that oral communication (both in person and by phone) is
relayed to appropriate staff person.
• Assure requested announcements and information to be communicated
across the organization and is followed through.
• Oversee the Admin Officer in filling letters/documents especially for
important/confidential documents.
Visitor and Event Management:
• Set up procedures and policies for visitors and ensure its
implementation.
• Ensures necessary support and services during major activities in the
country office and field offices i.e. workshops, annual
organization-wide meetings, HQ staff visits and trips by various donors
and partners.
• Plan and prepare for meetings, conferences and conference telephone
calls.
• Coordinate meeting logistics to ensure all materials, documents and
equipment necessary for the meeting is available and that all concerned
party is well informed.
Records Management:
• Maintain an efficient general filing system so that historical
references can easily be filed and retrieved.
• Maintain the library materials and keep a database of such.
Human Resources Management:
• Recruitment and Selection
• Prepare personnel forecast to project employment needs. Identify staff
vacancies and recruit.
• Assist in the interview and selection of applicants, and conduct
reference checks on possible candidates.
• Assist Project Leads and other Department Heads in the development of
job description for new positions.
• Ensure job descriptions of all staff are updated.
• Maintain up-to-date recruitment progress report, staffing database and
all related HR communication.
• Process all local recruitment requests in an effective and efficient
manner. Allocate human resources, ensuring appropriate matches between
personnel.
• Develop, administer and evaluate applicant tests.
• Managing orientation program for employee to the organization and
culture. Provide current and prospective employees with information
about policies, job duties, working conditions, wages, opportunities for
promotion, and employee benefits.
Compensation and Benefits:
• Prepare the salary matrix and staff grading to fit into the matrix.
• Analyze and modify compensation and benefits policies to establish
competitive programs and ensure compliance with legal requirements.
• Prepare monthly payroll and make all necessary co-ordination to make a
smooth and efficient operation (variable compensation, overtime, special
payments). Ensure that accurate statutory deductions and other
receivable are collected from staff.
• Prepare and submit the payroll documents to the Finance Department on
a monthly basis.
• Compile all data needed for the annual salary review, and the annual
performance appraisal analysis.
• Manage the staff insurance and severance package.
• Prepare and follow budgets for personnel operations.
• Training and Development:
• Coordinate with the other department heads for development of a staff
development plan that will include identification of specific trainings
needed acquire new skills and enhance current skills
• Identify training providers and donor-provided training/workshops
• Maintain a database for training program of staff.
• Employee Relations:
• Perform difficult staffing duties, including dealing with
understaffing, refereeing disputes, firing employees, and administering
disciplinary procedures.
• Identify and handle complaints, disputes and grievances of all staffs
and to report them to the appropriate supervisor and to the Country
Director
• Serve as a link between management and employees by handling
questions, interpreting and administering contracts and helping resolve
work-related problems.
• Promote a conducive working environment through employee relations
activities and communication.
• Conduct exit and grievance interviews with all departments/staffs.
Provide terminated employees with outplacement or relocation assistance.
• Assist in handling all local labour cases.
Attendance and Leave:
• Monitor absences and leaves taken by staff and ensure current data is
on hand at any given point in time.
• Review causes for staff absences/tardiness and recommend solutions to
resolve habitual attendance difficulties.
• Monitor compensatory time offs availed by staff.
• Monitor staff travel and coordinate actions to ensure the smooth
operation.
• Inform affected staff of prolonged unexpected absences from work and
coordinate actions ensuring the continuity of project implementation.
Others:
• Provide secretarial services for the Country Director and Deputy
Director from time to time.
• In coordination with the Finance Manager, administer the relocation
and other overseas assignment benefits of incoming and outgoing country
based expatriate staff.
• Provides assistance and support during internal and/or external audit.
• Ensure compliance with donor agreements regarding human resource and
with local labor laws.
• Ensure that complete personnel files are kept up to date for all staff
(past and present).
• Maintain records and prepare statistical reports concerning
personnel-related data such as hires, transfers, performance appraisals,
and absenteeism rates.
• Ensure that expatriate staffs have current and appropriate working
documents to work in Indonesia.
• To represent WCS to public, NGO, Government and donors as required.
• Undertakes other tasks as deemed necessary in line with the goal of
providing management support to the Country Office as assigned by the
Country Director.
Requirements:
• Have a diploma or a Bachelor’s Degree.
• Minimum 7 years successful experience working in similar position with
an NGO (local or international).
• Understanding of all aspect of human resources management.
• Strong leadership and interpersonal skills, solid programming,
financial and organizational development skills; strong coaching skills
and excellent analytical and financial planning skills.
• Strong analytical and interpretative problem solving skills.
• Self-motivated and resourceful, with the proven ability to multi-task
and operate successfully under tight deadlines and time pressures.
• Knowledge of the policies, regulations, reporting formats, and
cultures of traditional donors, including AUSAID, UNESCO, USFWS, World
Bank, Packard and others.
• Good oral and written communication skills. English and
Bahasa-Indonesia.
• Good working computer skills. Knowledge in using Microsoft Office
Applications.
• Concern for wildlife conservation & environmental issues is essential.
Application:
When you are interested on the above position and consider that you
possess the necessary qualification, please submit your job application
consisting of updated curriculum vitae, expected salary, three
professional references and a cover letter explaining your interest
towards this work and/or this organization to recruitment@wcsip.org. The
email subject should be put as: "Human Resources and Administration
Manager".
Deadline:
19 February 2014.
No correspondence, only short-listed candidates will be notified.
