BACKGROUND TO THE ROLE
KARINA (Caritas Indonesia) is the humanitarian arm of the Bishops’ Conference of Indonesia based in Central Jakarta and officially considered as a member of the Caritas Internationalist confederation. Karina is established in 2006 with focus on disaster management issue which is translate into 4 programs, namely DRR, Diocesan Accompaniment, Partnership for Resiliency, and Capacity Building for Emergency Response. KARINA (Caritas Indonesia) acts as an animator, coordinating and facilitating body for all the 37 Dioceses incorporated under the Bishops’ Conference of Indonesia
The Human Resources unit, under the supervision of the Finance Support Manager, was created to provide additional management capacity in light of the changes and additions that were identified during the strategic planning. The roll out of the new structure in the next few months will result in a significant growth of staff members. This growth in headcount and in new programs requires a strong Human Resources Unit to supervise the personnel management of this newly established National Caritas.
KARINA (Caritas Indonesia) is the humanitarian arm of the Bishops’ Conference of Indonesia based in Central Jakarta and officially considered as a member of the Caritas Internationalist confederation. Karina is established in 2006 with focus on disaster management issue which is translate into 4 programs, namely DRR, Diocesan Accompaniment, Partnership for Resiliency, and Capacity Building for Emergency Response. KARINA (Caritas Indonesia) acts as an animator, coordinating and facilitating body for all the 37 Dioceses incorporated under the Bishops’ Conference of Indonesia
The Human Resources unit, under the supervision of the Finance Support Manager, was created to provide additional management capacity in light of the changes and additions that were identified during the strategic planning. The roll out of the new structure in the next few months will result in a significant growth of staff members. This growth in headcount and in new programs requires a strong Human Resources Unit to supervise the personnel management of this newly established National Caritas.
JOB DESCRIPTION
Job Title : HR & Admin Officer
Location : East Jakarta
Division : Program
Date : A.S.A.P.
REPORTING TO
Finance and Support Manager
CONTRACT DURATION
The contract will be one year with the possibility for extension
KEY REPONSIBILITIES
1. In HR management.
2. In charge of HR budget.
3. In supervision of the Administrative staffs.
4. In Administration management.
TASKS/DUTIES
1. In HR management:
- Plans and develop human resources development policy (includes periodic performance appraisal for staffs, career path planning, salaries and remuneration for staff in KARINA and suggest recommendations to ensure compliance with the Indonesian Labour Law regulations
- Establish recruitment and hiring policy.
- Conduct selection for candidates to work in this field taken from those who have ever sincerely assisting affected people.
- Establish criteria and template for Job Descriptions for various staffs. Develop and update the Job Descriptions of the staff according to their competencies and program needs and update the organization chart with reporting lines.
- Maintain and manages staff’s contracts including leave, authorization, verification and certification.
- Design and arrange staff tasks rolling for refreshment and to improve service’s quality.
- Prepares budget for additional staff needed.
- Conduct salary negotiation with the new candidates.
- Coordinates with Finance & Support Manager and Program Manager about staff needed for programs and other divisions.
- Coordinates with Finance & Support Manager and Program Manager about HRD policy.
- Performs annual evaluation and staff performance report with the Coordinators on the staffs they supervise.
- Reviewing existing staff’s contracts and make recommendations to Finance & Support Manager, when and if necessary and timely advice for contract renewals, changes and the collection of staff performance reports with the Coordinators on the staffs they supervise.
- Maintain database on Diocesan Caritases, members of Working Group, NGOs, INGOs, including organizations and institutions that can provide relevant trainings.
- Develop a salary and grading system for KARINA’s personnel, taking into consideration withholding taxes, JAMSOSTEK, health and travel insurance benefits.
- Responsible for all insurance for Staff, Office Building and vehicle
- Keeping up-to-date on best practices in the HR arena and on changes in employment regulations and advising management on these issues and recommended suggestions.
2. In charge of HR budget:
- Prepares budget for office requirements for submission to Finance and Support Manager.
-
Prepares budget for additional staff, if and when needed.
3. In supervision of the Administrative staffs:
-
Supervises the Administrative Assistant staffs, Office Boy/Messenger and Security Guard.
4. In Administration management:
- Assure existence and good maintaing of all office equipments furniture, office supplies, etc based on each division’s needs.
- Plan, coordinate, evaluate all administrative activities (utilities, communication, correspondence, filling, etc in KARINA office.
- Responsible for all set-up and preparations for meetings and field trips, if and when needed.
- Maintain registry of assets.
- Responsible for maintaining an updated registry of incoming and outgoing mails.
- Maintain filling system for KARINA for all projects.
- Supervise proper emailing with reports, agreements to Donors, Dioceses, etc.
- Make sure that all copies of original Grant Agreements, project start and end dates for coordination with Program Coordinator, Support Division Coordinator and Executive Director, for planning and coordination purposes.
- Responsible for office management (furniture, supplies, equipments, security and insurance, inventory lists, incoming and outgoing letters and phone calls).
- Other duties as assigned form time to time by the Support Division Coordinator.
- Assist the management on developing and maintaining a filling system for all personnel and their respective contracts.
WORKING PRINCIPLES
- Deus Caritas Est., especially second part, about organized charity action.
- Knowledge of Catholic Church Structure and working mechanism
- Based on KARINA and CI guiding values and principles.
- Working in a team, internally with program staffs ad working team from other institution.
- Good planning and good implementation.
- Participatory and communicative.
- Efficient, accurate and supportive.
- No corruption, accountable and responsible.
- Transparent (have to appropriate with what had been spent and had been accepted, also show supportive evidence).
- Write Back to Office Report (to be circulated internally by Communication Officer) after attending meetings/conferences/workshops/trainings/events/site visits to project location with project partners and/or donors.
Salary Offering Scale : Rp. 3.961.400 – 6.000.000 Gross
REQUIREMENTS:
REQUIREMENTS:
- At least 3 year experience in Admin and HR
- Management, Psychology and Law more advantage
- At least 3 years experience working with NGO
- Experience in working within consortiums highly desirable
- Experience in organizational development highly desirable
- Excellent skills in planning, activity implementation, networking and documentation and reporting
- Excellent communication and documentation skills
- Understand with Indonesian Labour Law more advantage
- Sensitivity to gender issues.
- Computer proficiency in general office software applications (i.e. MS Office).
- Computer proficiency including deep knowledge of and practice in statistical and data management packages.
- Fluent in English and Bahasa Indonesia: written and oral.
Application, CV and contact details for 3 references should be submitted
by e-mail to: eva@karina.or.id or sdmkarina@gmail.com at the latest 24
May 2014
