OBJECTIVE

The Human
Resources and Administrative
Manager  will work under the direction of the Deputy Chief of Party (DCOP) and in
coordination and collaboration with the project technical staff. The Human
Resources and Administrative Manager will have the primary responsibility of ensuring the
timely provision and delivery of all required project administrative support to
the execution of the USAID SEA
project. The Human Resources and Administrative Manager will also provide
leadership, management, and supervision of project human resources and operations systems,
policies, and administration as outlined below.

TASKS

Policies,
Procedures, Compliance with Local Laws and Traditions

1.      In coordination with the COP and DCOP
establish project human resources policies and procedures in accordance with
home office and USAID regulations and guidelines, including the development of
employee handbook, outlining personnel compensation and benefits for staff,
distribution and employment orientation to be updated as required;

2.      Develop local employee performance
management plan to include periodic performance evaluation instrument and
schedule for consistent, object assessment and review;

3.      Ensure work
place compliance with relevant gender equity and diversity issues, advising
Chief of Party (COP) and Deputy Chief of Party (DCOP)  as required for enforcement and staff
sensitivity;

4.      Ensure compliance with all applicable
Government of Indonesia labor laws for local personnel and consultants;

5.      Provide advice, orientation and
training in cultural sensitivity to international staff for local customs and
traditions, and advise immediate supervisor of potential problems or areas of
concern that may arise;

6.     
Work on a regular
review of SEA Personnel and Operations Manuals to ensure continued compliance
with local labor laws and USAID regulations and ensure the compatibility and
synchronization of these two manuals.

Recruitment
and Hiring

1.      Monitor project local personnel
recruitment and hiring process, ensuring compliance with home office and USAID
personnel guidelines, policies and procedures;

2.      In collaboration with project
technical post position vacancy announcements, screen and short-list
perspective candidates in consultation with the hiring unit; prepare and
execute any required testing for candidate qualification; and otherwise ensure
transparent and bias-free recruitment process. The detailed recruitment and

hiring process includes: updating Position Descriptions with technical staff
input, advertising opening, receiving hundreds of CVs, reviewing then and
narrowing them down to present the best candidates to reviewers, requesting
EBDs and salary verification docs, arranging and coordinating candidate
interviews and presenting interview documents, collecting and analyzing
interview results, collecting references, and preparing salary negotiation
packets for the OM and assisting preparation of approval requests to
USAID.  Following USAID approval of a
candidate, the onboarding process involves: negotiating start dates, preparing
and sending out contracts, receiving hiring documents, determining work space
in Jakarta, arranging orientation session, arranging computer procurement when
necessary, working with IT for email and phone set-up, working with admin
assistants for another necessary needs, and sending new hire announcements out
to all staff; 

3.      Train and assist project staff in
recruitment process, providing written outline of steps, timelines, and
responsibilities to be followed, and application documentation to be submitted,
including the proper completion of USAID Contractor Employee Biographical Data
and other relevant forms;

4.      Provide interim updates of recruitment
status and other personnel actions, including the establishment of recruitment
files and other pre-employment record keeping ensuring timely hiring of project
personnel;

5.      Coordinate and supervise preparation
of employment agreements for all local employees and consultants for DCOP
reviewed and approval by the COP.

Human
Resources Administration

1.      Establish and maintain up-to-date
personnel files and records for local employees, ensuring completeness of
documentation for on-going personnel management, provide training and direct
supervision of all support staff in the performance of required record keeping
tasks to be monitored and reviewed regularly for thoroughness and accuracy;

2.      Ensure that all consultant files are
in order and up to date;

3.      Assist in completing annual employee
performance evaluations. Train supervisors charged with conducting evaluations
of staff members in their units, and monitor compliance with the process.
Monitor the completion, submittal and processing of Annual Performance Evaluations
between field offices and Deputy COP/COP;

4.      Establish and maintain an employee and
consultant database containing all relevant employment contract information
including contract status details for start, ending, and termination dates;
salary and other information;

5.      Supervise the maintenance of time and
attendance records for all full-time local employees, including review and
reconciliation of leave and other records of absence;

6.      Prepare local staff payroll listings,
earnings and leave statements in coordination with finance unit and designated
technical supervisors as applicable. This involves the following tasks:
updating staff lists to capture any recent changes; confirming salary
information is correct, especially for pro-rated salaries; inputting overtime
and deductions, manually entering BPJS Kesehatan and BPJS Ketenagakerjaan/Jamsostek
(GOI social security) information for project staff; exchanging communications
with tax consultant regarding income tax amounts; transferring complete payroll
file to Finance Officer for salary payments via bank transfer; preparing and
distributing salary slips.

Other

1.     
Handle
health insurance benefit in accordance with home office and USAID policies.
This includes: supervision of the SEA health insurance program in
accordance with Indonesian labor law and home office and USAID policies,
involves the following detailed tasks: 
registering new staff with our health insurance provider;  requesting premium refunds for staff who have
resigned; receiving  claims from staff
and processing them for submittal to health insurance provider; pursuing
several rounds of follow-up and clarification with the health insurance
provider for each claim; and finalizing claim on behalf of each staff member;

2.     
Develop
administrative processes and procedures for general office administration
including holiday calendar;

3.      Assist project in administration of
medical evacuation;

4.      Provide expert advice to the COP and
DCOP in all matters regarding local personnel management and administration;

5.      Serve as point of contact with the
home office for issues related to HR and other operational issues

6.      Undertake additional tasks and
responsibilities as requested by the COP or DCOP.

QUALIFICATIONS