IMMEDIATELY REQUIRED
Human Resource and Administration Manager
At Yayasan Generasi Sehat Indonesia (YGSI)
Full-time-Service Contract with possibility extension, Jakarta-based
Rutgers Indonesia, which will be an independent organization with the new name of Yayasan Generasi Sehat Indonesia (YGSI), a preferred partner of Rutgers Netherlands, is a not-for-profit organization that continues to believe sexuality and human reproductive health should be viewed positively without being judgmental and free from violence. Our vision is to create a conducive environment (gaining support from the government and the wider community) in realizing an Indonesian society free from all forms of violence, fulfilling the rights of sexual health and reproductive rights that are equal and non-discriminatory. YGSI will continue to operate in some areas across Indonesia, such as North Sumatra, DKI Jakarta, West Java, East Java, and NTB. The YGSI is now in preparation to be an independent organization and provide wide space to create innovative systems in finance, HR, procurement and organization. While the new organization is migrating its website, more details about the program can be accessed here: https://www.rutgers.id/.
To support its Human Resource and Administration Unit, YGSI seeks a highly qualified national candidate to fill the Human Resources and Administration Manager position. H/She is interested in working with diverse backgrounds, ages, cultures, and dynamic teams. Has substantial experience in HR, and Admin and a complete understanding of the core procurement management and is interested in building the adaptable HR and Admin system and operation.
S/he is a member of the Senior Management Team and will be responsible for driving organizational development, employee and consultant relations, compensation, benefits, performance management, and training. The HR and Admin Manager will also be responsible to oversee the procurement of all goods and services across the program. Under the direction of the Director of YGSI, the HR and Admin Manager will manage a team of staff and work closely with Program Managers, and Finance Managers and become the Secretary of the foundation.
Report to: Director of YGSI
Supervisee: Admin and Procurement Officer, Admin and Event Officer
Coordinate with: The Finance team and Program Managers,
Contract Duration: January – Dec 2024 with possible extension
Desired start date: January 10, 2024
Key Activities
Human Resource and Administration
1. Lead and support the delivery, coordination, and implementation of human resources programs, services, and initiatives,
2. Identify and support organizational strategic planning and implementation to improve the HR cycles, including benefits, payroll, allowance, health, and manpower insurance,
3. Implement HR policy and procedures manual, ensuring compliance with local regulations and donor standards. Actively identify gaps and propose improvements to address risks and ensure continual improvement.
4. Together with the Director and Program Managers, Lead the recruitment process, develop position descriptions, and provide counsel and recommendations on job classification and compensation levels, this also includes providing staff contractual, and induction processes,
5. Manage employee relations matters, coordinate support to provide counseling and coaching to managers and staff on employee relations issues, assist in mediation of workplace issues, ensure effective resolution, and escalate issues when necessary.
6. Maintain an employee and consultant database (international and National) as well as an HR filing system and provide required data for reports as required,
7. Effective mobilization and demobilization of all employees (national and sub-national) and responsible for overseeing all visa matters for international visitors.
8. Being one of the focal points in the integrity team, to ensure the policies, values, and manual in organizations are applied and accountable.
Procurement and Contracts:
1. In consultation with the Board of Trustees, develop and maintain the YGSI procurement plan.
2. Lead and oversee procurement processes to ensure they are of the highest quality including preparing specifications, solicitation documents, managing evaluations, drafting recommendations, and overseeing the selection process of tenderers.
3. Provide day-to-day active technical support and advice to the team as related to procurement, contract management, and administration.
4. Provide advice regarding policies, procurement, contract management and administration to the Director and Program manager, subcontractors, and grantees to ensure adherence to requirements across the Facility. Where required, lead the negotiation process with preferred tenderers.
5. Identify and support strategic, planning, implementation, and improvement efforts throughout the procurement processes for goods, materials, and services lifecycle, including gender equity and social inclusion across the Facility.
Other Key Responsibilities
1. Maintain HR, Procurement, and contracts filing system, ensure electronic files are recorded in shared drive, and provide required data for reports as identified,
2. Perform other duties and responsibilities as reasonably requested by the Director,
3. Develop the individual Goal, Learning, and Development Plan with clear output to be achieved,
4. In consultation with the IT and Systems Manager, ensure the effective automation of HR and Procurement Processes across the facility to achieve greater efficiencies in business processes.
Criteria of Selection:
1. Bachelor's degree in Psychology, Human Resources, International Business, or a related field. Master's degree is preferred.
2. Demonstrated experience managing all areas of HR and developing and implementing best practice HR policies and procedures; experience working for an NGO/CSO and government contractor or an international development organization is preferred.
3. Demonstrated experience overseeing and managing the procurement of goods and services across a dynamic program.
4. A thorough understanding of Indonesian legislation related to personnel employment is required, and knowledge of international donor compliance requirements is preferred.
5. Demonstrated problem-solving skills, ability to communicate effectively, and encourage teams, open and fair personality, with the skill in embracing a diverse range of staff to achieve results.
6. Knowledge and understanding of the different needs of different stakeholders, non-judgmental, respect to consent and boundaries, humble in a different background of staff and partners.
7. Fluency in both Indonesian and English (written and spoken).
How to apply
If you are interested in applying for this position, please send your CV and letter of motivation in English to Recruitment_ygsi@rutgers.id with the email subject: "HR and Admin Manager" not later than December 5, 2023. Please also send 1000 words of your motivation letter against the selection criteria, CV and cover letter.
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