POSITION
INFORMATION

JOB FUNCTION

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.

Other

·           
Perform miscellaneous job-related duties as
assigned.

REQUIREMENTS

·        
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.

HOW TO APPLY

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