The Asia Foundation Job Vacancy: Human Resources Assistant - Jakarta, Indonesian

POSITION INFORMATION

Position Title: Human Resources Assistant

Location: Jakarta, Indonesia

Job Type and duration of contract: Full-Time, 1 year contract period

Closing Date: June 16, 2017

JOB FUNCTION

Personnel Administration

• Administering staff health insurance; submitting the claims to insurance provider, monitoring the claim payment, inform to the respective staff regarding claim payment or any outstanding matter related to health insurance;
• Help finance officer in cross-checking time sheets with leave records twice a month;
• Provide secretarial function: make copies and/or duplicates materials as requested HRM; prepare and transmit facsimiles, scanning, filing, etc.
• Entry data: record/inputting staff Annual Leave and Sick Leave into Leave Record;
• Assist Admin Officer in updating hotel (appointed) information, including filing the related documents.

Legal Document Process

• Assist with the provision of administrative support to the HRM on Government Relations matter;
• Assist HRM in monitoring Legal Document Process done by the service agent such as:
• Stay Permit (ITAS or Ijin Tinggal Terbatas), Multiple Exit Re-Entry Permit, Exit Permit Only, Work Permit (IMTA or Ijin Mempekerjakan Tenaga Asing), Laporan Keberadaan/Kedatangan TKWNAP.
• Luce Scholar Social/Cultural Visit Visa
• Submit documents to Foreign Affair Ministry, State Secretariat, Labor Ministry, Custom, Police Office and Embassies in processing office and International staff permit and documentations, such as:
• Assignment Letter
• Visa for The Asia Foundation’s Local staff
• Company Regulation, Wajib Lapor Perusahaan, and Wajib Lapor Kesejahteraan Perusahaan
• Maintain a good relationship with Government Officers.
• Processing the Legal Document related to Vehicle Registration (STNK) Renewal, PP19, Tax Exemption and other document exclude stay permits/formalities for expat staff.
• Maintain a good relationship with the Government Officers.

Consultant Administration

• Assist HR Manager in consultancy contract issuance;
• Ensure the supporting document for consultancy contract is completed;
• Prepare draft of the individual consultant contract;
• Work closely with Finance team related to consultant payment;
• Responsible for ensuring the contract is signed and delivered to assigned consultant;
• Responsible for filing consultant contract documents (hard & soft copies);
• Maintain the consultant log (database) is up to date;
• Provide secretarial function: make copies and/or duplicates materials as requested HRM; prepare and transmit facsimiles, scanning, filing, etc.

Other

• Perform miscellaneous job-related duties as assigned.

REQUIREMENTS

• Minimum Diploma or bachelor’s degree or equivalent education or relevant experience.
• Minimum two year experience as human resources assistance or administrative assistant, preferably in an international organization or large private firm.
• Experience in processing visa, working permits, PP19, licenses renewal, and other legal document.
• Deep knowledge in formalities-Expatriate Legal document procedures
• Responsible and hard worker
• Ability to understand and follow specific instructions and procedures
• Self-starter, enthusiasm, positive attitude, and can work independently
• Experience in processing consultancy contracts
• Excellent verbal and written communication skills in both English and Bahasa Indonesia.
• Excellent interpersonal skills.
• High level of professionalism and discretion required.

HOW TO APPLY
Please send your application letter and CV to The Asia Foundation by e-mail to hrd@tafindo.org by June 16, 2017. Please write “HR Assistant” on the Subject of the e-mail. The Asia Foundation is an equal opportunity employer.