Human Resources Coordinator (HRC) 250 views

The Australian Consortium for ‘In-Country’ Indonesian Studies (ACICIS) is an innovative, non-profit, educational consortium that was established in 1994 to develop and coordinate high-quality, semester-long study programs at Indonesian partner universities for Australian university students. ACICIS is the longest running provider of in-country Indonesian study programs for Australian university students and the primary mechanism through which Australian students pursue study in Indonesia for academic credit. From small beginnings as a facilitator of accredited in-country Indonesian language study, ACICIS program offerings have grown to include both semester-long and six-week professional practicum programs in a wide range of disciplines including journalism, development studies, business and commerce, and international relations. The ACICIS consortium currently counts among its membership twenty-three Australian universities (including all of Australia’s Group of Eight) as well as overseas centres-of-excellence in the field of Indonesian and Southeast Asian Studies such as Leiden University in the Netherlands and SOAS University of London in the UK. The consortium’s national secretariat is currently hosted by The University of Western Australia in Perth.

In Indonesia ACICIS operates through a not-for-profit foundation known as Yayasan ACICIS Studi Indonesia (The ACICIS Foundation). The Foundation currently employs more than 20 full-time staff in Indonesia in offices located in Yogyakarta, Jakarta, Bogor and Bandung.

Reporting Structure

Reports to: ACICIS Resident Director

Current ACICIS organisational chart available here.

Role Description

The Human Resources Coordinator (HRC) is responsible for overseeing all aspects ACICIS’ human resources management in Indonesia in order to support the smooth running of ACICIS programs. These responsibilities include staff recruitment, training and development, and performance appraisal, as well as the preservation and promotion of staff welfare. The HRC works closely with the Resident Director (RD), Deputy Resident Director (DRD), and Finance and Administration Manager (FAM) in order to identify HR priorities and to recommend staffing solutions that align with ACICIS’ vision and current operational and strategic priorities. The HRC is responsible for designing and implementing HR strategies and practices that promote the cultivation of a positive team ethos and work culture among ACICIS’ Indonesia-based staff, and that contribute to ACICIS’ overall organisational development in Indonesia.

The position is primarily Yogyakarta-based but requires regular travel to other ACICIS sites in Indonesia – including Jakarta, Bogor, Bandung, and other locations as needed.

Please note this position is open to Indonesian nationals (WNI) only.

Key Responsibilities

Recruitment & Onboarding

  • Working with FAM in staff recruitment, including drafting and circulating position vacancy notices, receiving and vetting applications, scheduling and coordinating the interview processes, notifying results to applicants;
  • Administration of all staff contracts, including but not limited to drafting contracts, maintenance of a digital archive of all past and current employment agreements, and maintenance of a contract renewal schedule to ensure that staff employment contracts are negotiated and renewed in a timely manner;
  • Administration of staff leave records and coordinating with management for approval of leave-in-lieu requests;
  • End-to-end workforce planning, including forecasting needs, job design, and routine review of ACICIS’ Indonesian staffing profile and organisational structure so as to ensure alignment with current and anticipated operational needs and strategic priorities.

Policy and Labour Market Information Update

  • Routine surveying of the Indonesian labour market to ensure the ACICIS Foundation’s remuneration structure is sufficiently competitive to attract and retain high-quality staff across all appointment levels. Together with the RD and FAM, provide recommendations to ACICIS’ National Reference Group regarding how best to address any identified deficiencies with the Foundation’s existing remuneration structure;
  • Following the latest Human Resources Policy in Indonesia and implementing relevant policy into Yayasan operational/ human resource policy.

Training, Coaching, and Maintaining Staff Morale

  • Development of staff training materials and modules for deployment among all Foundation staff regarding matters of key importance to ACICIS and student welfare, including but not limited to risk management, first aid, mental health, and prevention of sexual assault and harassment. Formulation of an annual training schedule;
  • Coaching of ACICIS’ Indonesia-based middle management and frontline program delivery staff (conducted either in-person or remotely) to improve performance and capability across ACICIS’ Indonesian operations and to assist staff in achieving career progression;
  • Ensuring that all training and professional development is linked to the organisational goals determined by ACICIS’ senior leadership (RD, DRD, Consortium Director and National Reference Group);
  • Promotion and maintenance of positive staff morale and team cohesion by celebrating individual and organisational milestones and achievements and proactively addressing matters identified as being important by ACICIS’ Indonesia-based employees with respect to staff wellbeing, team dynamics, and organisational culture;
  • Coordinated the ACICIS Foundation’s annual staff retreat (in consultation with the RD and DRD), including oversight of all planning and logistics, as well as the formulation of an agenda for the retreat.

HR Administrative

  • Design and implementation of a system for modelling and budgeting the aggregate and individual workloads (and capacity) of ACICIS’ Indonesia-based workforce so as to promote transparency and accountability across the organisation regarding staff members’ respective portfolios and workloads;
  • Collaboration with the RD and DRD to identify, develop and implement key organisational culture, staff engagement, and change initiatives;
  • Routine review and refinement of ACICIS’ performance management regime  to ensure that best-practice systems are in place for the promotion of staff retention and career development, and – where necessary – management of  succession;
  • Coordinating staff training and development, including staff on-boarding and induction, 3-month probation, and 9-month performance reviews in consultation with the RD & FAM;
  • Working with FAM to develop and improve the Human Resources SOP;
  • Ensure smooth facilitation of payroll and employee benefits (insurance);
  • Design and implementation of an annual staff survey to gauge staff satisfaction and identify areas of organisational improvement;
  • Oversee Work Health and Safety matters pertaining to the ACICIS Foundation to ensure a safe and supported working environment for Foundation staff. This includes policy and protocol development, as well as injury and incident management;
  • Assisting the RD with other tasks when called upon to do so from time to time, in order to support the smooth running of regular and new ACICIS programs.

Selection Criteria

ESSENTIAL

  • Bachelor’s degree (S1) or higher degree (preferred) in Psychology, Management or a related field;
  • Sound knowledge of relevant Indonesian labour and employment law, legislation and regulations;
  • A minimum of three years’ professional experience working in a human resources coordination/ management role;
  • Experience in cultivating a supportive, collaborative work environment, and a proven ability to coach and develop employees;
  • Demonstrated ability to critically analyse issues and develop and implement effective HR strategies and solutions that support organisational development;
  • Excellent collaboration and interpersonal skills (including mediation, diplomacy, and conflict resolution) with the ability to work in partnership with senior leaders, managers and staff at all levels to implement organisational improvements;
  • Excellent written communication skills and a demonstrated ability to prepare high quality written reports, policies, action plans, correspondence and other documentation as required;
  • High-level proficiency in spoken and written English;
  • Computer literacy and high-level proficiency using the Microsoft Office suite, online productivity services, in a professional context.

SPECIAL REQUIREMENT

  • Willingness and availability to undertake regular travel within Indonesia in order to visit ACICIS’ offices and stakeholders.

Applying for this Role

To apply for this role, please send us a copy of your latest Curriculum Vitae and a statement addressing the selection criteria above. In preparing your statement addressing the selection criteria, please provide examples of your skills and experience where possible against each selection criterion. Applications without a statement addressing the selection criteria may not be considered.

Please visit our website to learn more about our programs and the work we do before preparing your application.

Completed applications can be emailed to recruitment-id@acicis.edu.au

Attn: Ms Ida Kusuma, ACICIS Finance and Administration Manager

Subject Heading: ACICIS HRC Job Vacancy

By latest deadline: Sunday 25 February 2024

 

Please note that interviews (can be conducted online) will be scheduled for this position between 11-15 March 2024. If shortlisted, please ensure you are available during this period.

More Information

Only paid candidates can apply for this job.
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