Thursday, June 8, 2017

The Asia Foundation: Human Resources Assistant


Position Title
: Human Resources Assistant
: Jakarta, Indonesia
Job Type and duration of contract
: Full-Time, 1 year contract period
Closing Date
: June 16, 2017

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.
·            Perform miscellaneous job-related duties as assigned.

·         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.


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

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