Assistant, HR and Administration

Organizational Context

Job Purpose

To provide administrative support to the Human Resources (HR) and administration Unit with various HR  and administration tasks to ensure smooth functioning of IFRC CCD Office.

Job Duties and Responsibilities

Human Resources

1. Update and circulate the Emergency phone tree and organogram to ensure that staff updated information.
2. Create; update and circulate the Annual Working Calendar and CCD Working arrangements to ensure that all staff are informed of the annual workdays; holidays and the working arrangements.
3. Manage and monitor working permits, visa and other legal documents for IFRC personnel to ensure accurate and proper administration in a timely manner.
4. Serve as the focal person for HR social events and well-being activities.
5. Develop a database of all potential candidates for consultancies and ensure that the hiring process is in line with the IFRC Consultancy policy.
6. Ensure that access to the office for all new and departing staff members is maintained and updated.
7. Ensure that all staff per diem payments are validated in accordance with global and local regulations.
8. Ensure that all staff traveling internationally are registered with International SOS (ISOS).
9. Ensure that all HR and Admin-related forms are updated and circulated to all staff.

Administration

1. Welcome and reception the incoming international and local visitors.
2. Handle all incoming calls professionally and ensure that the reception area kept clean at all times.
3. Ensure that incoming and outgoing mail is recorded and distributed properly
4. Assist the Support Services team and program team in liaising with translation and courier service providers, both in written and verbal communication if necessary.
5. Ensure coordination with suppliers and Account Payable for all incoming invoices including related to translation, courier services, and other services under his/her responsibilities.
6. Responsible for managing the office archive and ensuring that the IFRC standard filing system is followed across all CCD offices.
7. Coordinate with Events Holder, to support set-up arrangement of meeting/training/workshop rooms, meals and meeting supplies.
8. Ensure that the contact list and office event calendar are updated and circulated to all staff.
9. Ensure that Admin Asset tracking is up to date and report to regional office in a timely manner.
10. Liaise with building management regarding any requests for office maintenance.

Education

University degree/ relevant qualification/technical training (or equivalent experience) would be preferred.

Experience

1. 1 - 3 years of experience within relevant experience;
2. Experience in HR; Administration or office management related field of work (preferred);
3. Experience of working for the Red Cross / Red Crescent or other humanitarian organization (preferred);

Knowledge, Skills and Languages

1. Computer skills: Windows, Word Processing, PowerPoint, Excel & Ability to use video conferencing application i.e., Microsoft Teams, Zoom etc.;
2. Proficient in Canva, photoshop, and various online tools/software;
3. Possess a positive attitude, resourceful, hardworking, trustworthy, and able to maintain confidentiality;
4. Ability to work well in a multicultural team;
5. Excellent stress management skills;
6. Demonstrated accountability;
7. Fluent spoken and written English;
8. Fluently spoken and written Bahasa Indonesia.

Competencies, Values and Comments

Important Note:

In order for us to assure a proper comparative evaluation of your application for this vacancy and to enable us to consider your profile against other similar current and future vacancies, we ask that applicants submit their applications together with a letter of motivation no later than 3 April 2024.

• Range of Salary for this position start from IDR 10,817,000 - 12,928,000
• Please note that the selected candidate will be hired through a national contract under Indonesia labor law.
• The incumbent is responsible to abide by Federation policies, procedures, plans and the applicable laws
• The closing date is midnight Geneva time zone. Applications received after the closing date will not be considered;
• Only those candidates shortlisted for interviews will be notified.