HR Operations Officer

HR Operations Officer – Jakarta

ROLE PURPOSE:

Yayasan Save the Children Indonesia is changing for the better. Weve begun to build a national organization that aims to be a strong, local, and self-sustaining voice for children in Indonesia. To this end, SC Indonesia has been designated as a “ Prospect Member ”. As ‘Prospect Member’ Indonesia has been identified as part of the next way of new member development, which focusses on strengthening and localizing our voice for children in strategic middle-income countries. Indonesia has been authorized by member ballot to start fundraising locally as a first step towards building a financially sustainable local organization. Future work will also involve developing a strong local governance structure and building key partnerships with local government, the private sector, local civil society among others. Success of the pilot phase will set Indonesia on a pathway to full membership.

The job holder will be responsible for supporting Recruitment, Learning and Development, and POD admin process in Save the Children Indonesia. The job holder will also provide admin support on job analysis exercise and ensure JD files are updated. S(he) will also provide assistance in comprehensive filing and documentation.

SCOPE OF ROLE:

Reports to: RECRUITMENT SPECIALIST

Direct: Recruitment Specialist; Indirect : Senior POD Manager

KEY AREAS OF ACCOUNTABILITY:

Recruitment (50%)

• To provide effective support at all stages of the recruitment process for domestic recruitment up to Officer level and support administration for Coordinator level above
• Preparing applicant tracking and work with hiring manager to prepare short listing of candidates.
• Facilitate and lead interview sessions.
• Work closely with Recruitment Specialist in offering process to ensure parity within the organization and conduct offering process with issuing the conditional offer letters.
• To ensure all the recruitment process is followed properly in timely manner, including the vetting check, reference check and any other pre-conditions required based on the set standard and is compliance with Save the Children’s policy & procedure.
• Follow up processes for successful and unsuccessful candidates.
• Ensure that recruitment process is aligned with Safer Recruitment Policy
• Update & maintain Recruitment Tracker
• End to end process recruitment staff.
• Support candidate sourcing process, working with the Recruitment Specialist to fill in

talent pool for various positions at SC IDN.

• Support recruitment team on the administration process as needed, both for staff and nonstaff.
• Provide support in update & maintain non-staff database management SAVE THE CHILDREN INDONESIA ROLE PROFILE
Work closely with Recruitment Officer and hiring manager to ensure quality and proper administration and documentation comply with HR procedures.

Learning & Development (30%)

• Liaise with Area HR Coordinator for support in house traning.
• Work with L&D team to develop concept for staff event and provide supports in execution.
• Prepare logistics for online training i.e., attendance form, training feedback form, etc.
• Ensure disbursement and returns of form, and proper filing
• Ensure LnD system and database is maintained, updated and reported in timely manner.
• Prepare online posters, one-pager or catalogue of POD initiatives.
• Work with L&D team to manage L&D/Safeguarding share point i.e., update L&D calendar;

upload and update L&D/Safeguarding content on share point.

• Translate email announcements to posters or one pager for easy reading and content for recruitment, L&D, and other POD initiatives.
• Support employee onboarding and off-boarding process.
• Will support induction activities of all new hires to the organization to ensure that new hires complete induction process
Support L&D team in rolling out culture initiatives i.e., liaise with other Departments to setup a schedule, work with L&D team to ensure materials are ready and utilized during the event, prepare admin/logistics for the event (send out invitation, prepare venue for offline activities, etc.)

Safeguarding & POD Admin (20%)

• Support Safeguarding induction activities of all new hires.
• Provide Certificate of Employment in timely manner.
• Work with L&D team to manage L&D/Safeguarding share point i.e., update L&D calendar.
• upload and update L&D/Safeguarding content on share point.
• Support maintenance POD Database
• Support L&D/Safeguarding/Ops admin i.e., prepare paperwork for Consultancy work, Supply Chain process, and other admin tasks as needed.
• Work closely with HR Specialist to organize HR Workshops, Training, Celebration event, Culture initiative.
• Participate on fill JD scoring in timely manner.

Others

• Ensure monthly HR Meetings conducted.
• Other duties as assigned by Supervisor.
Support Recruitment and deployed to the field if needed in case Humanitarian Response

General

Any other task & responsibilities given by the Supervisor and to comply with Save the Children and Yayasan Sayangi Tunas Cilik’s policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

QUALIFICATIONS

Essentials

• Bachelor’s Degree in any major.
• Minimum 3 years of experience working in HR, particularly manage HR operations.
• Good attitude and keep all data & information confidentially
• Good communication skill in Bahasa Indonesia & English
• Proven administration and record keeping ability and attention to detail
• Ability to work with people from different backgrounds
• Strong understanding of the recruitment lifecycle
• Good verbal/written communication skills and a clear understanding and awareness of HR protocol
• Flexible and organized approach to handling a varying workload
• Understands the importance of confidentiality
• High initiative and proactive approach
• Resilience to work under pressure and heavy workloads
• Strong verbal and written communication skills in English is required