UCLG ASPAC - Calling Application for Human Resources ,Admin and IT Manager

TERMS OF REFERENCE

Vacancy No:	UCLG  ASPAC/016/XI/2018
Post Title:	Human Resources ,Admin and IT Manager
Division:	Head of the Bureau of the Secretary General
Duty Station:	UCLG ASPAC Secretariat in Jakarta
Duration:	One-year contract and extendable
Date Posted:	Thursday, 22nd  November 2018
Closing Date	Monday, 3rd December 2018 (Jakarta Time: 23:59)

 

Background

UCLG ASPAC is the largest regional section of United Cities and Local Governments (UCLG), an amalgamation of International Union of Local Authorities (IULA), United Towns Organization (UTO), and World Association of the Major Metropolises (METROPOLIS).  UCLG was established on 1 January 2004 and is headquartered in Barcelona, Spain. Following this unification, UCLG ASPAC was established in Taipei on 14 April 2004, as the new entity of IULA ASPAC. UCLG ASPAC’s Secretariat is based in Jakarta, Indonesia.

UCLG is a worldwide association of local governments and the officially recognized voice of local governments by the United Nations. UCLG ASPAC has linkages to more than 7,000 cities and local governments. It represents well over 3.76 billion people - more than half of the world population - and incorporates economically fast developing countries such as China, India, and Indonesia.

UCLG ASPAC is the key knowledge management hub on local government issues in the Asia-Pacific region. It promotes democratic local government, supports cooperation between cities, local governments and their associations, and facilitates programs, network and partnerships to develop the capacity of local governments and the associations. Moreover, UCLG ASPAC represents local governments politically within the international community, and with the United Nations and its agencies.  It also promotes inclusive societies which safeguard equality, social and economic justice, and sustainable development.  UCLG ASPAC is engaged in all relevant thematic fields for nurturing sustainable development comprising local economic development, climate change, disaster resiliency, culture, strategic planning, decentralization, municipal finance, gender equality, women leadership and empowerment and good governance.

Following the expansion of its Secretariat and to support the increased cooperation of cities and local governments, UCLG ASPAC is inviting professional and dynamic people to fill in the newly created and opened position. UCLG ASPAC is currently recruiting Administrative, Human Resource and IT Manager for a one-year (1) period with possibility of extension, based on satisfactory performance. The key roles and duties of the post are to develop policies, manage, implement and coordinate human resources and administration related activities, such as recruitment and employment, compensation and benefits, labor relations, staff development and training, permits and organization’s MOUs with the Government of Indonesia, office administration, travels and logistics, asset management, and office’s IT-based systems. The post reports directly to the Head of Bureau of the Secretary General.

Objective:                                                         

1. To be responsible in the development and implementation of effective, efficient, accountable and fair human resources and employment system, mechanisms, policies and practices that facilitate respectful, supportive, empowering and nurturing working environment and relations amongst internal team members and with external stakeholders of the organization;
2. To be responsible in the provision of quality administration services that enable smooth operations of the office and support quality performances of the overall members of the organization;
3. To be responsible in the development of the office’s IT-based systems that caters to the needs and demands of the organization for a technology-based office operation and systems that will improve its performances and services in all of its work areas, especially those pertaining to services to the members and the key stakeholders of the organization;
4. To be responsible in the development of office asset management system that will protect and maintain organization’s assets and resources in the most effective, efficient and accountable manner.

 

The Administrative, Human Resource and IT Manager will be supervised by the Head of Bureau of the Secretary General of UCLG ASPAC, and will be supported by relevant managers and/or coordinator/officer. She/he will undertake the following tasks:

1.      Develop and implement HR strategies and initiatives aligned with the overall business strategy;

2.      Lead in the revision of the HR and Manual and the development of HR policies and procedures;

3.      Work with the Head of Bureau to establish and maintain effective and efficient HR systems including: policies & procedures, Key Performance Indicators, budgeting, staff planning, and leave tracking;

4.      Manage the HR budgeting and prepare detailed and accurate forecast reports including calculation of all relevant legislated benefits;

5.      Advise on Manpower Legislation related issues;

6.      Manage efforts to support and facilitate staff in matters relevant to employee relations and well-being/welfare; including conduct (disciplinary) and grievance handling;

7.      Manage the recruitment and selection process;

8.      Oversee and manage a performance appraisal system that drives high performance;

9.      Lead efforts to ensure that performance management, contract administration, staff development, and exit processes are implemented appropriately and timely, as well as lead the efforts for improvement and updating of relevant tools and materials;

10.  Support current and future business needs through the development, engagement, motivation and preservation of human capital;

11..  Implement activities related to permits and legal MOUs as needed;

12.  Facilitate IT-based office’s systems improvement in various areas of work and manage appointed IT partners/staff in ensuring that the office’s demands are met in the most effective and efficient manner;

13.  Oversee the day-to-day operations of the office. This may include ordering supplies, scheduling maintenance of the office’s equipment and computers, maintaining meeting schedules;

14.  Perform any other duties as reasonably required from time-to-time as assigned by the Head of Bureau of the Secretary General and/or the Secretary General.

Qualifications:

v  Education:

-          Minimum of a Bachelor’s degree in Business Administration, Psychology, HR Management, Social Sciences, and/or related fields.

v  Experience:

-          Minimum 6 (six) years of professional experience in Human Resources and Administration field and/or working in a similar position in an NGO and/or an International Organization;

-          Experience in working in an international environment, respecting different cultures and nationalities;

-          Demonstrated experience working with local governments, multi-donor agency and/or development partner.

v  Language:

-          Fluency in written and spoken in English and Bahasa Indonesia.

v  Computer skills:

-          Advanced computer skills, particularly MS Office.

v  Other skills and competency:

-          Strong inter-personal skills with a good ability to build and maintain effective and respectful internal and external relationships;

-          A good technical understanding on HR, Administration and IT related issues with ability to learn new knowledge and skills related to the HR, Administration and IT work as required;

-          Excellent communication skills, both verbally and in written, including ability to draft/edit texts and to articulate ideas in a clear and concise manner to a variety of stakeholders;

-          Honest, trustworthy and demonstrating sound work ethics.

-          Be willing to travel when required.

Supporting Team

The Post will be supervised by the Head of Bureau of the Secretary General and will have a close coordination with and supported by relevant managers and/or coordinators/officers.

How to apply

* Please submit the application letter, state salary expectation and CV to recruitment@uclg-aspac.org and CC to : hbsg@uclg-aspac.org

* Only selected candidates will be contacted.