Currently Yayasan KNCV Indonesia is looking for a:
HR/Admin Officer
Duty Station : Jakarta
The HR/Admin Officer will provide support to the Human Resource Team in the deployment of HR Policies & Procedures, as well as in all related to personnel and HR administrative matters including recruitment, training & development, staffing, health insurance and performance management.
In addition, the HR/Admin Officer will also provide support Admin Team to ensure efficient and effective management of all YKI travel and accommodation.
Key Responsibilities include:
Human Resources
Well managed of day-to-day HR admin process also other HR admin data; and consolidated Employee Tracking Monthly Report as well as other Personnel admin data that is required to complete the system.
Keep employee personnel file complete with all the required information in it, stored in locked and secured drawer. Ensure and maintain the confidentiality of all the information.
Monitor staff daily attendance.
Ensure the induction and orientation program for new staff takes place. Coordinate with the respective line manager.
Performed supports for Learning & Development activities.. Coordinated, facilitated and monitored the implementation of staff’s Learning and Development. Record and monitor capacity building of all staff in line with the applicable policies..
Involve and support HR Coordinator in handling the recruitment and selection process, from receiving the employee requisition form to placement of new employees to ensure timely and organized and comprehensive procedure is implemented when hiring a new staff.
As main focal point for health insurance benefits matters. Provide assistance to staff related to the provision health insurance when required.
Maintained implementation and communicate HR system and processes that include new starter, contract, performance management and leavers’ process. Ensured its consistency, accuracy, quality and efficiency. Provides explanation of HR policies and procedures as when necessary.
Preparing HR related letters/announcement/communications.
Administration
Responsible for managing YKI’s travel and accommodation needs
Establish corporate arrangements with travel agents, hotels, car hire and other providers.
Build up strong relationships with external parties i..e. travel agents, individual airlines, hotels in order to get the most cost effective tariffs
Coordinate and respond to travel and accommodation requests (staff, partners, consultants, donors) in a timely and efficient manner, ensuring the necessary approval has been obtained. This includes assistance in the arrangement for international travel (course, workshop).
Ensure best value bookings are made each time, including reasonable and appropriate travel routing – in line with YKI’s unit costs unless management approval is obtained.
Assist in required passport/visa from foreign embassies, including coordinating to obtain sponsor letters and invitation from other parties.
Provide support to staff where needed, including collecting, compiling, assembling, reproducing, and distributing documents/materials for official travel.
Coordinate with staff to ensure in-transit hotel accommodations
Arrange travel insurance as needed.
Schedule, coordinate, and organize events such as meetings, conferences, and departmental activities as required.
Manage and ensure all filing related to travel and accommodation is kept in good order and easily accessible
Ensure all Travel and Accommodation activities are fully compliant with Donor and YKI Policy and Procedures
Management Support
Establishing and maintaining an activities/events calendar, meetings to be attended by Country Director & Director of Operations.
Recording incoming and outgoing letters/memos, including filing and distributing to the relevant parties (hard copies and soft copies in shared folders).
Ensure preparations for all visitors to the office are arranged prior to their arrival (this may include accommodation, travel arrangements, meetings, welcome pack including emergency contact numbers, etc.);
Qualifications and Competencies:
Educational Qualification:
Degree in any major or comparable experience, HR background is preferred
Competencies:
Minimum of 2 years’ experience in HR
Thorough knowledge of MS Office
Internet application
Basic English
General Administration: filling, recording
Yayasan KNCV Indonesia offers a flexible and supportive work environment and strongly encourages developing your skills and abilities to further your career opportunities.
Interested applicants are requested to submit their CV and application to recruitment@yki4tbc.org by 9 October 2019 at the latest
Please ensure to put the post you apply for in the subject line of your e-mail.
Only shortlisted candidates will be contacted.
