General Affairs Officer

About APHR

ASEAN Parliamentarians for Human Rights (APHR) is a network of current and former legislators working to strengthen human rights and democracy in Southeast Asia. APHR supports its members through a variety of means as they use their unique positions to highlight human rights concerns and strengthen the voices of civil society actors around ASEAN.

About the Position

APHR is looking to recruit a professional with demonstrated experience in general management, including logistics, administration, human resources, and legal issues, preferably within the non-profit field, to take on the role of General Affairs Officer. The right candidate will be motivated, with an ability to multi-task and work well under pressure, and a demonstrated eye for detail.

Under the guidance and supervision of the Finance and Human Resources Manager and in close working relationship with the Program and Research and Advocacy divisions, the General Affairs Officer will be responsible for the day-to-day organization of administrative and organizational tasks in support of the operational activities of the Secretariat, ensuring high quality, accuracy, and consistency of work.

APHR has a variety of programs running concurrently, and the General Affairs Officer is also responsible for ensuring the smooth running of logistical arrangements for all APHR staff, members, and partners. The General Affairs Officer must be able to work on several tasks and projects simultaneously, in an often-busy work environment.

Job Description

Line Management:

The General Affairs Officer will report directly to the Finance and Human Resources Manager.

Logistics and Administration:

  • Arranging logistics and preparing administrative arrangements for APHR workshops and other activities (flights, hotels, meeting rooms, transportation, and related arrangements);
  • Maintaining records of all logistics-related documents (invoices, receipts, other related documents) to be submitted to the Finance Officer;
  • Maintaining a proper filing system and ensuring that all staff have easy access to it;
  • Maintaining the office by ensuring office working systems are all operating properly (printers, scanner, photocopier, internet connection, telephone, etc.) and dealing with issues as they arise in a timely manner;
  • Taking care of facility management and maintenance, office supplies, relation to service providers, business and personal contacts, potential vendors and relations, and cleaning and housekeeping services;
  • Procurement and inventory control of office stationery and pantry supplies;
  • Maintaining and updating organizational databases and contact lists;
  • Keeping records of office assets (workstation labels, desktops/laptops labels, etc.)
  • Interfacing with internal employees regarding general affairs and administrative support functions;
  • Updating and implementing all necessary policies and improving policies and procedures related to logistics, as needed; and
  • Any other relevant responsibilities, as requested by Finance and Human Resources Manager.

Legal and Human Resources:

  • Reconciling timesheets and leave records;
  • Maintaining timesheets, staff leave records, and sick leave and absence records;
  • Organizing a filing system for important organizational documents;
  • Undertaking administrative duties in connection with personnel changes or amendments, as well as extension of contracts and terminations of contracts for staff;
  • Undertaking the administration of new employees, including contract and contact information forms;
  • Undertaking the administration of consultants/vendors, including contract and contact information forms;
  • Maintaining and update organizational legal documents;
  • Updating and implementing all necessary policies and improving policies and procedures related to human resources, as needed;
  • Any other relevant responsibilities, as requested by Finance and Human Resources Manager.

Benefits

Working Conditions / Salary and Benefits

  • The General Affairs Officer will be based in Jakarta, Indonesia. Candidates should have existing work authorization in Indonesia.
  • APHR operates on a standard five-day work week but staff may be required to work some evenings and weekends. Days in lieu will be provided for non-standard workdays.
  • APHR offers a competitive salary package with health benefits.
  • An initial contract will be for 12 months, with a three-month probationary period.
  • APHR does not cover costs associated with relocation.

Job Requirements

Required:

  • Diploma in Business Administration, Secretary, Law, or other relevant discipline, or equivalent work experience;
  • At least two years of proven experience in logistics, administration, legal affairs, human resources, office assistance, or secretarial work;
  • Work experience with NGOs or international organizations is preferable;
  • Demonstrated ability to communicate in written and spoken English;
  • Good interpersonal and communication skills;
  • Commitment to administrative and logistics work;
  • Good working knowledge of administrative procedures and ability to perform administrative tasks efficiently and in compliance with the organization’s regulations;
  • Knowledge and experience with efficient internal office communications, including an efficient filing system;
  • Computer literacy (preparedness to learn and manage computer software packages necessary for office work, especially related to communication and information management);
  • Ability to work under pressure, meet deadlines, and prioritize routine and ad hoc tasks;
  • Flexibility and the ability to work well independently and as a member of a team without close supervision;
  • Tact and diplomacy when interacting with vendors, contractors, staff, and members.

Desirable:

  • Structured thinking and understanding;
  • Ability to multi-task and be highly organized;
  • Consistently approaches work with a positive and constructive attitude;
  • Working effectively with others;
  • Strong organization skills with a problem-solving attitude;
  • Demonstrate openness and respond positively to feedback;
  • Knowledge of and commitment to the mission of APHR.

How to Apply

Deadline for applications is Monday, 19 February 2018. We will be reviewing applications as they come in and may consider selecting a shortlist before the deadline, so we welcome early applications. Send your CV/resume and cover letter to jobs@aseanmp.org with the subject heading “Application: General Affairs Officer Position”. Ideally, candidates will be able to begin working on or before 1 April 2018. Apologies in advance that only shortlisted candidates will be contacted.

APHR is committed to diversity and inclusion within its workforce, and encourages qualified candidates of all genders from all national, religious, and ethnic backgrounds, including persons living with disabilities, to apply.

 

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ASEAN Parliamentarians for Human Rights (APHR) is membership-based organisation of like-minded parliamentarians and ‘influential persons’ that represents regional responses, innovative means, and alternative solutions to address human rights concerns. Established in June 2013, APHR’s missions are to:

a) Respond to human rights issues in the region.

b) Oversee the compliance of states’ accountability, including its human rights institutions, to their human rights obligations.

c) Engage key actors including civil society and victims of human rights, and relevant bodies on human rights at the national, regional, and international level by holding an effective regular dialogue, and expanding influences with other parliamentarian members in ASEAN and beyond.

d) Strengthen the institutional capacity of APHR and its members.

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