Islamic Relief Job Vacancy: HR & Admin Manager, Jakarta - Indonesian

Organizational Background:
Islamic Relief Worldwide is an independent humanitarian and development organisation with a presence in over 40 countries around the globe. Islamic Relief Worldwide is a UK based International relief. We have been fighting poverty and injustice for 30 years, in a world in which over three billion people still live in poverty.

Country Purpose:
Islamic Relief Worldwide in Indonesia was operational since 2003 following the  MOU signing with the Ministry of Home Affairs. The objective of IRW in Indonesia programme is to contribute to the social welfare of the Indonesia people and to alleviate the suffering. The main sector for the programme include: 
  • Water and Sanitation
  • Sustainable livelihood
  • Education
  • Child Welfare
  • Shelter
  • Health and Nutrition
  • Disaster Risk Reduction
  • Climate Change
The geographical areas are Banten, NTB, Aceh and Central Sulawesi province directly implementing or  through partners.

Post holder reports to: Country Director

  • To lead on the HR policy development and documentation
  • To lead recruitment and staffing for the country programme growth
  • To lead staff induction, development, needs assessment, training and performance management
  • To build capacity of HR, Admin officer and Logistic Coordinator
  • To build Admin & Logistics operational Support by capacity building of Admin and Logistic staff through advice and guidance
The Human and Admin Manager reports to the Country Director. He/she will have autonomy and responsibility to plan and manage his/her own work load in accordance with Human Resources, Admin, Procurement and Logistic guidelines and employment legislation.


Specific Responsibilities:

Key Accountability 1:
Human Resource Policy Development and Documentation
  • Leads on the development of the HR, Admin/Logistic and Procurement  manual incorporating the services, policies and procedures in compliance with IRW HR and administration policies and state employment laws, regulations and guidelines 
  • Contributes to preparing the staff handbooks to ensure that the workforce is aware of company policies.
  • Ensures and proactively promotes and fosters a culture in which Islamic principles, values and approaches which are adopted by IR are consistently respected, applied and complied with in the delivery of the country / division / unit objectives and in the conduct of its employees.
Key Accountability 2:
Recruitment and Staffing
  • Oversees the full recruitment requirements for the country programme, ensuring that all legal requirements and IRW processes and guidelines are adhered to. 
  • Provides professional support and advice on recruitment to line and programme managers and advise them on best practices. 
  • Assists in preparing job descriptions and person specifications with relevant programme managers.
  • Revises periodically application forms in line with pertinent legislations and guidelines
  • Assists in screening of application forms and short listing applicants.
  • Devises, runs and evaluates selection processes including interviews
  • Manages references gathering and sending of offer letters to successful candidates as and when necessary
  • Develops staff induction package and coordinates staff induction
  • Maintains a database of country programme staff and interns, including reports on sick absence, turnover, trends, recruitment costs and any others as required
  • Prepares redundancy calculations as and when required 
  • Coordinates with all relevant departments to manage IRW payroll system ensuring that IRW staff are paid in a correct and timely fashion.
  • Leads conduct of competitive market research or salary survey to establish pay practices and pay bands that help to recruit and retain superior staff.
Key Accountability 3:
Development of Human Resources Unit
  • Manages the HR services staff and build their capacities on human services delivery
  • Oversees and manages the work of reporting Human Resources staff. Encourages the ongoing development of the Human Resources staff
  • Leads the implementation of the performance management system that includes performance development plans (PDPs) and employee development programs.
  • Supports the HR Officers/Assistants as required. 
  • Assists managers with the selection and contracting of external training programs and consultants.
  • Participates in reports as and when required 
  • Researches and completes projects as and when required
Key Accountability 4:
Administration, Procurement and Logistics
  • Responsible for reviewing and amending Country Office Operation Support Manual.
  • Providing training and development to the staff on Admin, Procurement & logistics policies and procedure.
  • Liaison with MOHA and all relevant Government Department specially regarding Work permit, Visa and local registration process and all legal issues of the organization.
  • Be responsible to ensure all sorts of support including event management, facilitate foreign visit of IR Staff.
Knowledge, Skills and Qualifications:
  • To be responsible for maintaining Asset and inventory record, Property Maintenance, rental agreements, Management and Communications.
  • Be responsible for front desk management and mail management.
  • Be responsible for the security of the office operations, staff and assets.
  • Ensuring that the Islamic Relief country, area and field offices have sufficient materials as their requirements & logistics support effectively.
  • Ensuring that office vehicles are well maintained, proactively repaired and available when required ensuring maximum efficiency and cost effectiveness.
  • Ensuring an efficient and effective communication system including timely dispatch and delivery of goods, through transport, courier or IR vehicles as well as professionally receiving goods.
  • Ensuring efficient and timely provision of all procurements, logistics support, including provision of stationery and other office supplies, printing services, and travel and Air ticket bookings and meeting quality standards enabling smooth office operation.
  • Manage all vendor, contractor and supplier efficiently and effectively.
  • Ensuring the Transport team prepare and implement comprehensive plan for the vehicle repairs and maintenance in order to keep fleet safe and roadworthy.
  • Ensuring secure storage, proper inventory and efficient delivery of all goods received by Islamic Relief, Indonesia.
  • Post-graduation degree in HR Management or relevant field.
  • 7-10 years experiences in HR, administrative Procurement and logistics systems in INGO/large multifunctional organization.
  • A proven record of effective management.
  • Experience in budgeting & Budget-tracking.
  • Demonstrated experience in providing a wide range of personnel services to a high standard including recruitment and retention, equal opportunities, disciplinary action, advice to manager e.g. on sickness, redundancy issues.
  • Ability to advice country Director, Managers and employees on HR, Admin/llogistic matters
  • Sound knowledge of employment law and its practical application
  • Knowledge of payroll systems
  • Good knowledge of HR input to change management processes
  • Well-developed IT skills and knowledge of Microsoft office in particular Microsoft Word  & Excel
  • Experience of undertaking a range of tasks requiring a high degree of discretion, sensitivity and negotiating skills.
  • Experience of working independently and on own initiative
  • Ability to supervise junior staff
Personal Qualities:
  • Good communications skills
  • Excellent interpersonal skills
  • Good presentation skills
  • Able to work on own initiative and able to be flexible.
  • Able to analyse and solve problems from complex information and make an informed decision.
  • Experience of successfully managing workload, prioritising tasks and allocating time to different activities.
  • Strong interest in development work with respect for confidentiality and commitment to Islamic Relief overall aims and objectives, including gender, equality and equal opportunities in all aspects of Islamic Relief’s work.
  • Islamic Relief is a faith based-non government organization that respects diversity and inclusiveness.  Applicants from diverse religions, gender, race, and physical impairment are encouraged to apply.
All Islamic Relief team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field project.

Please send only your application letter and CV to the email address: 

Applications submit directly to Islamic Relief Indonesia Office will not be considered.

Only short-listed candidates will be contacted.

The deadline for submitting applications is: 9 March 2019