HR General Admin Officer

HR General Admin Officer – Jakarta

CHILD SAFEGUARDING:

Level 3 - the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The role holder will provide appropriate, timely and professional human resources management service to Support HR process done properly in line with prevailing procedure and provide effective way to support HR processes and ensure all administrations issue to support HR are in places. The place holder will support the HR Operations Manager in analyze HR administration process, policy and procedures, in line with the global guideline, country law and workforce market requirement. This post will also be responsible for the continuous improvement of HR processes and systems. The position holder will work with the managers to support socialization of HR initiatives and working closely with other HR functions. 

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal job description and be able to vary working hours accordingly

SCOPE OF ROLE: 

Reports to: Recruitment Specialist

KEY AREAS OF ACCOUNTABILITY: 

Recruitment:

• To provide effective support the recruitment process for domestic recruitment and support administration process for all level. 
• To ensure all the recruitment process is followed properly in timely manner, including the vetting check, reference check and any other pre-conditions required based on the set standard and is compliance with Save the Children’s policy & procedure 
• Ensure that all documentation related to recruitment is well filed in softcopy and/or hardcopy.
• Ensure that recruitment process is aligned with safer Recruitment Policy 
• Support recruitment in update & maintain recruitment tracker process. 

Non-Staff management: 

• Provide support & guidance required to the hiring managers for non-staff recruitment, including volunteer and intern 
• Ensure the non-staff payment are tracked and paid in timely manner with appropriate approval from Hiring Managers 
• Ensure consultants’ withholding taxes are administered and reported to tax office based on the tax paperwork from the payroll service provider 
• Ensure all agreements with external parties in line with prevailing Save The Children’s regulation and documented well 
• Provide support non-staff management system and database is developed, maintained, updated and reported in timely manner 
• Provide support in update & maintain non-staff database management
• Work closely with Recruitment Officer and hiring manager to ensure quality and proper administration and documentation comply with HR procedures 

Employee Database Management:

• Analyse and provide advice in regards of improvement database management (administration, documentations, filling document etc.). 
• Responsible to ensure all administration and documentation process comply with HR procedures and provide support needed. 
• Provide support in administration part to maintain employee database in Oracle, Digital File and or Hardcopy as required and working closely with HR team member. 
• Provide support quarterly/monthly HR report and other periodic analytical reports for decisions and documentation. 
• Provide information related to employee information to internal and external auditors as requested according to the Policy. 
• Provide rechecking process to ensure all documentations (Legalities, PAF SC, Contracts, Personal file etc.) are completed and documented well. 

Contribute to Strengthen Child Safeguarding:

• Ensure the implementation of Safer Recruitment as per Global Guideline 
• Contribute to develop a strong Child Safeguarding system is in place within the organization, in terms of awareness building, reporting, prevention and responding 
• Work closely with Safeguarding Specialist to ensure that all new hires, daily workers, consultants and individual partners, are adequately oriented on Child Safeguarding Policy (CSP). 

Others: 

• Manage employee database both hard copy and soft copy – including staff database – ensure accuracy and proper filing system. This includes maintain individual personnel file with the direction from Senior Operations Officer. 
• Will support induction activities of all new hires to the organization to ensure that new hires complete induction process 
• When required, facilitates HR sessions in the kick-off or orientation program 
• When required, as directed by HR Operations Manager, represent HR in internal or external meeting, not limited to Recruitment matter 
• Other duties as assigned by line manager 
• Support Recruitment and deployed to the field if needed in case Humanitarian Response 

General 

• Any other task & responsibilities given by the Supervisor and to comply with Save the Children Indonesia policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

QUALIFICATIONS AND EXPERIENCE 

Essential:

• Bachelor degree in any major 
• 5 years of experience in General or 3 years in recruitment management, HR Operations, HR Generalist in NGO and/or private sector 
• Advance skill in MS Office (Excel, Word, power point) 
• Customer satisfaction oriented 
• Strong understanding of the recruitment and/or HR lifecycle 
• Interpersonal skills, demonstrate confidence to communicate appropriately with people of all levels, both internally and externally 
• Good verbal/written communication skills and a clear understanding and awareness of HR protocol 
• Flexible and organized approach to handling a varying workload 
• Understands the importance of confidentiality 
• High initiative and proactive approach 
• Resilience to work under pressure and heavy workloads 
• Strong verbal and written communication skills in English is required 

Desirable:

• Degree majoeing in Psychology, HR management or relevant field required 
• Adept knowledge in using HR information system (Oracle)