SEA Indonesia Job Vacancies: Human Resources and Administrative Manager - Jakarta, Indonesian

Indonesia SEA

JOB DESCRIPTION

JOB TITLE: Human Resources and Administrative Manager

REPORT TO: DCOP

DUTY STATION: JAKARTA

OBJECTIVE
The Human Resources and Administrative Manager  will work under the direction of the Deputy Chief of Party (DCOP) and in coordination and collaboration with the project technical staff. The Human Resources and Administrative Manager will have the primary responsibility of ensuring the timely provision and delivery of all required project administrative support to the execution of the USAID SEA project. The Human Resources and Administrative Manager will also provide leadership, management, and supervision of project human resources and operations systems, policies, and administration as outlined below.

TASKS
Policies, Procedures, Compliance with Local Laws and Traditions

• In coordination with the COP and DCOP establish project human resources policies and procedures in accordance with home office and USAID regulations and guidelines, including the development of employee handbook, outlining personnel compensation and benefits for staff, distribution and employment orientation to be updated as required;
• Develop local employee performance management plan to include periodic performance evaluation instrument and schedule for consistent, object assessment and review;
• Ensure work place compliance with relevant gender equity and diversity issues, advising Chief of Party (COP) and Deputy Chief of Party (DCOP)  as required for enforcement and staff sensitivity;
• Ensure compliance with all applicable Government of Indonesia labor laws for local personnel and consultants;
• Provide advice, orientation and training in cultural sensitivity to international staff for local customs and traditions, and advise immediate supervisor of potential problems or areas of concern that may arise;
• Work on a regular review of SEA Personnel and Operations Manuals to ensure continued compliance with local labor laws and USAID regulations and ensure the compatibility and synchronization of these two manuals.

Recruitment and Hiring

• Monitor project local personnel recruitment and hiring process, ensuring compliance with home office and USAID personnel guidelines, policies and procedures;
• In collaboration with project technical post position vacancy announcements, screen and short-list perspective candidates in consultation with the hiring unit; prepare and execute any required testing for candidate qualification; and otherwise ensure transparent and bias-free recruitment process. The detailed recruitment and hiring process includes: updating Position Descriptions with technical staff input, advertising opening, receiving hundreds of CVs, reviewing then and narrowing them down to present the best candidates to reviewers, requesting EBDs and salary verification docs, arranging and coordinating candidate interviews and presenting interview documents, collecting and analyzing interview results, collecting references, and preparing salary negotiation packets for the OM and assisting preparation of approval requests to USAID.  Following USAID approval of a candidate, the onboarding process involves: negotiating start dates, preparing and sending out contracts, receiving hiring documents, determining work space in Jakarta, arranging orientation session, arranging computer procurement when necessary, working with IT for email and phone set-up, working with admin assistants for another necessary needs, and sending new hire announcements out to all staff; 
• Train and assist project staff in recruitment process, providing written outline of steps, timelines, and responsibilities to be followed, and application documentation to be submitted, including the proper completion of USAID Contractor Employee Biographical Data and other relevant forms;
• Provide interim updates of recruitment status and other personnel actions, including the establishment of recruitment files and other pre-employment record keeping ensuring timely hiring of project personnel;
• Coordinate and supervise preparation of employment agreements for all local employees and consultants for DCOP reviewed and approval by the COP.

Human Resources Administration

• Establish and maintain up-to-date personnel files and records for local employees, ensuring completeness of documentation for on-going personnel management, provide training and direct supervision of all support staff in the performance of required record keeping tasks to be monitored and reviewed regularly for thoroughness and accuracy;
• Ensure that all consultant files are in order and up to date;
• Assist in completing annual employee performance evaluations. Train supervisors charged with conducting evaluations of staff members in their units, and monitor compliance with the process. Monitor the completion, submittal and processing of Annual Performance Evaluations between field offices and Deputy COP/COP;
• Establish and maintain an employee and consultant database containing all relevant employment contract information including contract status details for start, ending, and termination dates; salary and other information;
• Supervise the maintenance of time and attendance records for all full-time local employees, including review and reconciliation of leave and other records of absence;
• Prepare local staff payroll listings, earnings and leave statements in coordination with finance unit and designated technical supervisors as applicable. This involves the following tasks: updating staff lists to capture any recent changes; confirming salary information is correct, especially for pro-rated salaries; inputting overtime and deductions, manually entering BPJS Kesehatan and BPJS Ketenagakerjaan/Jamsostek (GOI social security) information for project staff; exchanging communications with tax consultant regarding income tax amounts; transferring complete payroll file to Finance Officer for salary payments via bank transfer; preparing and distributing salary slips.

Other

• Handle health insurance benefit in accordance with home office and USAID policies. This includes: supervision of the SEA health insurance program in accordance with Indonesian labor law and home office and USAID policies, involves the following detailed tasks:  registering new staff with our health insurance provider;  requesting premium refunds for staff who have resigned; receiving  claims from staff and processing them for submittal to health insurance provider; pursuing several rounds of follow-up and clarification with the health insurance provider for each claim; and finalizing claim on behalf of each staff member;
• Develop administrative processes and procedures for general office administration including holiday calendar;
• Assist project in administration of medical evacuation;
• Provide expert advice to the COP and DCOP in all matters regarding local personnel management and administration;
• Serve as point of contact with the home office for issues related to HR and other operational issues
• Undertake additional tasks and responsibilities as requested by the COP or DCOP.

QUALIFICATIONS

Education:
University degree in administration, business, human resources or similar field is (relevant experience and another university degree may substitute for the degrees mentioned).

Work Experience:

• Minimum of 5 year of experience in an equivalent position;
• Experience working in a similar position for an NGO or an international organization is required;
• Knowledge of Indonesia Labor Law is preferred;
• Must have the ability to work effectively in a fast-paced, stressful environment. In addition, must be flexible, willing to perform other duties and work irregular hours;
• Must be capable of working both individually and as part of a team. Must also be able to create a supportive working relationship among all project teams;
• Able to communicate fluently and effectively, excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues;
• Native fluency in spoken and written Indonesian and professional competency in spoken and written English.
• Willingness to travel extensively in Indonesia.

If you are interested and qualified , please send your latest CV to: Jobs@SEA-Indonesia.org be fore April 21, 2016. Please note the title of the position you are applying for in your submission email. 

Note: position titles may be adjusted to reflect level of experience of selected candidates.