ID - Direct Dialogue Administrative and Recruitment Officer

Direct Dialogue Administrative and Recruitment Officer is responsible for providing comprehensive administrative support for office operations and recruitment in Greenpeace Indonesia. This position is responsible for coordinating daily administrative tasks, managing the DDC recruitment and onboarding processes, and facilitating effective communication within the team.

As Greenpeace adheres to a policy of not soliciting funds from corporations or governments, the organization depends entirely on the generosity and commitment of individual supporters to finance our environmental campaigns and initiatives. This approach ensures that our work remains independent, unbiased, and focused solely on the principles and values that drive our mission.

The Fundraising Department’s current goal is to build and maintain a reliable, efficient, and ethical funding base that not only meets the financial needs of Greenpeace Southeast Asia but also aligns with our core values.

Specifically, our goals are to:

• Engender loyalty to Greenpeace in all our communication
• Promote the Greenpeace campaign goals and objectives
• Maintain a diverse and secure funding base
• Be responsible as a Department for meeting budget targets
• Present truthful and accessible reporting of all programs
• Change the way people think about spending their money
• Provide an annual net increase in available funds

Duties and Responsibilities:

Managing the DDC recruitment and providing administrative support for Greenpeace Indonesia

Human Resources

Manage Recruitment Process for DDCs

• Post jobs on recruitment platforms to attract suitable candidates
• Screen and select candidates efficiently for further consideration
• Act as the main liaison for scheduling and coordinating interviews
• Interviewing and selecting candidates to attending training

Handle Internal Relations and Discipline

• Serve as the key person for internal and external IR issues
• Address disciplinary matters within the DDC team

Facilitate Onboarding and Offboarding

• Facilitate orientation sessions for newly recruited DDC team members
• Manage offboarding procedures for departing staff

Monitor Attendance and Leave

• Oversee the maintenance and monitoring of DDC attendance, including Off Days and Sick Leave

Contribute to Handbook Development

• Participate in the creation and development of the DDC Handbook

Ensure Accurate Documentation

• Keep all details for new and existing DDC members up to date, well-documented, and entered into the HR system

Generate Recruitment Reports

• Provide comprehensive recruitment reports to track progress and outcomes

Administrative Management

Oversee Administrative Tasks for the DDC Team

• Enter daily work reports into Salesforce and Google Documents
• Keep track of daily update score reports, including sign-up numbers and donation amounts

Maintain Documentation and Reporting

• Document case reports from supporter care complaint records for the DDC team

Design and Content Management

• Develop design materials, approve wordings, and select images for merchandise and informational displays as needed

Financial and Inventory Management

• Create and update stock cards monthly for the finance team
• Monitor and manage the budget for DDC team operations and recruitment

Event and Reward Coordination

• Assist in the preparation and execution of DDC events
• Handle the ordering, collection, and distribution of rewards for the DDC team

Vendor and Purchasing Management

• Manage purchasing and vendor sourcing for DDC materials, including merchandise, uniforms, and sign-up forms
• Ensure vendor selection adheres to the Greenpeace standard operating procedure

DDC Retention Monitoring

• Develop and maintain accurate reporting in order to facilitate effective management of the DDC.
• Work with appropriate members of the Fundraising to effectively track DDC attrition and test strategies to reduce it.
• Oversee monthly reporting by the team to the Acquisition Specialist
• Establish and continue the fundraising recruitment activities with the stakeholders.
• Handling and updating DDC Social media
• Creating certificate for DDC that passed training, 1 year of work and certificate of work
• Advise DD Coordinator and help to create DDC Career path
• Liaise with communication unit to posting recruitment and branding DDC activities, stories with supporters

Administrative, Procedural and Other Duties

• Oversee the timely and accurate administration, results reporting and payroll
• Ensure Greenpeace policy and procedures are observed.
• Work with the team to oversee the effective management of all stocks of uniforms, display equipment and stationery for fundraising.
• Ensure that adequate supplies are available at all times.
• Ensure the program remains transparent within the organization, report Key Performance Indicators at staff meetings.
• Liaise with Database Officer to ensure any bank information is communicated to teams and other matters related to Direct Dialogue operation.

General Duties

• From time to time in order to meet organizational and fundraising priorities you will be required to perform other duties as directed by the Acquisition Specialist

Strategic Planning, Development & Support

• Make the direct dialogue recruitment planning process with assistance of the Acquisition Specialist
• Remain up to date on direct dialogue recruitment strategies worldwide and translate possibilities to Indonesia.
• Collaborate with the DDC Sr. Team Leader to develop and implement strategies to make Direct Dialogue staff feel an integrated part of Greenpeace.
• Maintain contact with suppliers and agencies as necessary.

Requirements:

Education

• University graduate of Bachelor’s Degree or Diploma in Human Resource Management or Business related field

Work Experience

• At least 1 year’s experience in a sales/fundraising environment as recruiter
• At least 1 year of administration support experience
• Experience in a charity or Non-for-Profit environment would be an advantage.

Functional Skills

• Knowledge and/or experience in Microsoft Office
• Knowledge and/or experience in the CRM system.
• Strong skills in written and spoken English are required.

Organizational Competencies

• Professionalism: Knowledge and/or experience in managing conduct and emotions in a way that represents the values and realizes the objectives of the organization.

• Teamwork & Communication: Knowledge and/or experience in working with others and presenting information, ideas, and positions in a clear manner that can easily be understood across diverse and multicultural audiences.

• Leadership: Knowledge and/or experience in guiding and directing the efforts of others by presenting a clear vision, delegating responsibilities, and providing constant support and feedback.

• Innovation & Change: Knowledge and/or experience in reflecting creative and imaginative thinking, an openness to new ideas, and an ability to take calculated risks in order to meet organizational objectives

• Strategic Thinking & Global Mindset: Knowledge and/or experience in addressing organizational objectives by developing calculated approaches that integrate an openness to and awareness of diversity across cultures.

Specific Work Environment

• Office based in Jakarta
• Sensitive to the socio-economic cultural environment of Southeast Asia.
• This position requires the employee to have a flexible approach and the ability to adapt and work in different and challenging work and cultural environments, which may include flexible arrangements working in challenging field and frontline work environments.