The Asia Foundation: Human Resources Assistant

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.