SIAP SIAGA – Human Resources and Administration Officer 232 views

SIAP SIAGA – Human Resources and Administration Officer

Company Overview:

About Palladium – Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value.  We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people’s lives.

Diversity, Equity & Inclusion – We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.  

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or any other circumstance, please email our team at accessibility@thepalladiumgroup.com 

Safeguarding – We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse.  All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process. 

Project Overview and Role:

The
Australia-Indonesia Partnership in Disaster Risk Management (AIP-DRM) is a
five-year program (2019 – 2024) funded by the Australian Government’s aid
program and implemented in cooperation with the Government of Indonesia.

The Program
will be implemented at the national and sub-national levels though
collaboration with the National Disaster Management Agency (BNPB) and other
government institutions, civil society organisations and multilateral agencies.
At the sub-national level, the program will also operate across several
provinces (NTT, NTB, Bali and East Java) in Indonesia.

Primary Duties and Responsibilities:

Under the
direction of the Head of Operations and Finance, the Human Resources and Adminstration
Officer will be responsible for establishing and maintaining administrative
systems for Human Resource management and operational support. He/she
will work closely and collaboratively with with other SIAP SIAGA team members,
including the SIAP SIAGA Operations personnel and sub-national SIAP SIAGA
personnel, Program Support Officers, as well as with external parties and SIAP
SIAGA counterparts (BNPB, MOHA, MOSA, Bappenas, and MOV) and DFAT. The position
is based in SIAP SIAGA office in Ratu Plaza in Jakarta, when working from home
directive is lifted, and may be required to work from SIAP SIAGA extension
office in BNPB when necessary.

Role and
Responsibilities

This position will be
expected to:
Allocate human and physical resources to provide a high level of administrative support to SIAP SIAGA

Office Management

• Oversee administration of office facility including staff amenities, furniture and equipment, stationery and supplies, phone and internet provision, hardware and software, electronic aids, IT support services;
  
• Lead and oversee the provision of administrative support to program team, including meetings, trainings and events;
  
• Ensure accurate and efficient management of correspondence, invitations, files, records and databases of contacts;
  
• Serve as the Workplace Health and Safety (WHS) Officer for the Program, including establishing a WHS committee and conducting regular WHS checks.

Human Resources

• Under the direction of the Head of Operations & Finance and Team Leader, lead the establishment and subsequent maintenance of HR systems (including policies & procedures, Operations Manual, etc.), compensations and benefits, budgeting, and HR planning;
  
• Supervise and support staff through development opportunities and performance management; develop and support a positive work culture and effective interpersonal relationships;
  
• Coordinate the recruitment of project personnel, following established recruitment procedures.
  
• Coordinate formalities and certifications (visa, KITAS, INTA, SKLD, BPOA, etc.) for international staff and advisors; including dealing with the relevant external parties (e.g. ministries, donor agency, visa agents, etc.);
  
• Assist in the development of HR reports as required by the Head of Operations & Finance or Program Manager;
  
• Ensure the quality and compliance of staff induction, performance management, staff development and exit processes and results for the AIP-DRM program team;
  
• Ensure local staff are registered under the company-recommended health insurance policy;
  
• Maintain detailed and up to date HR files.

Program Operations

• Manage travel, accommodation bookings, transport, catering;
  
• Support and / or lead procurement process in line with Palladium processes and the Commonwealth Procurement Rules, including maintaining asset registers;
  
• Liaise with, and maintain relationships with program suppliers;
  
• Support the organisation of meetings and workshops.

• In addition, the staff
  member may be asked to undertake other duties as may reasonably be required by
  the Program consistent with the incumbent’s qualifications and experience;

Input and
location

The initial contract period will be for 12
months with further extension based on performance and depending on program
needs. The position will be based in Jakarta

Required Qualifications:

• More than 8 years of experience in office management, especially in support function of large scale of organization;
  
• Proven track record in office management and human resource management systems and procedures;
  
• Able to use technology effectively to support the operations of a large program or organisation;
  
• Ability to manage recruitment processes, experience on bulk recruitment for project start up is an advantage;
  
• Proven technical knowledge and skills in areas as described in the main duties and responsibilities of this position;
  
• Proven ability in handling multiple tasks effectively under heavy time and work pressure;
  
• Proven ability to plan and manage schedules, files/database and working materials as well as to keep confidentiality of documents and information;
  
• High level proficiency in Word, Excel, PowerPoint and web browsers;
  
• Fluency in English and Bahasa Indonesia.