INOVASI 3 - Human Resources Officer

INOVASI 3 - Human Resources Officer

Background of The Project:
Indonesia’s Vision 2045 sets the goal for Indonesia to transition from a resource-based economy towards an advanced service, technology, and knowledge-based economy by the centenary of its independence (2045). The 2025-2045 National Long Term Development Plan emphasises the urgency of Indonesia’s human resource development to fully realise 2045 goals.

Faced however with persistent low student performance that is emblematic of a learning crisis, significant improvement in student learning will be required to reach Indonesia’s 2045 goals. Government of Indonesia (GoI) has started an ambitious program of education reforms. Successive education ministers have set out to modernise the education system through reforming the national curriculum and teaching and assessment approaches, to produce citizens with strong foundational skills, open minds, and inclusive values.

Australia is a long-term supporter of the Indonesian basic education sector, with continuous investments supporting education quality improvements for the past two decades, including through the INOVASI program (Phase 1 2016-2020; Phase 2 2020-2023) that focused on supporting acquisition of literacy and numeracy foundational skills in early grades classrooms; exploring local problems and solutions; and generating evidence to inform government policy development and practices.

This third phase of INOVASI (2024-2027) builds upon the existing program’s approach and lessons learned and takes the focus on the development of foundational skills through to the end of the primary grades. Phase 3 will engage with priority issues of Australia’s development policy: gender equality, effective inclusion of children with a disability, responses to the climate change challenge in education. It will focus on the challenge of policy implementation and the gaps that exist between national policies and practices at district and school levels, and use the well attested-success of INOVASI’s local problem-based approach to continuously support policy development for effective fit between policy and implementation context.

INOVASI Phase 3 is implemented in 25 districts and cities across Indonesia, in the provinces of West Nusa Tenggara, East Nusa Tenggara, North Kalimantan, East Java, West Java, and Maluku. The program also works in Ibu Kota Nusantara (IKN) ).

The Program is managed by Palladium on behalf of the Government of Australia through the Department of Foreign Affairs and Trade (DFAT).

Purpose of the Position:
The Human Resources Officer (HRO) will support all areas human resource functions for the INOVASI program, with a particular focus on HR services after a staff is on board.

Duties: Under the direction of Human Resources Coordinator (HRC), the HRO will:

• Support aspects of human resources on the program, in line with Palladium guidelines, DFAT policy, and Indonesian Manpower law;
• Coordinate the end-to end recruitment of project personnel, following established recruitment procedures;
• As the main focal point for insurance and BPJS for Locally-Engaged Staff. This includes providing guidance and advices to staff on health insurance claims, act as a facilitator between staff and the insurance company while there are issues, and provide guidance and advices to staff on BPJS registrations and mutation;
• Responsible for new staff registration in various HR systems: HR database and recruitment system, timesheet system, and payroll system. This includes working closely with Palladium HR Adviser in registering staff in HR database, coordinating with Palladium Timesheet, and working closely with the Finance and Payroll Coordinator in registering new staff to payroll;
• Responsible to process monthly payroll and ensure the completion of supporting documents including the validity of payroll data, in collaboration with Finance and Payroll Coordinator and payroll provider.
• Arrange new staff’s mobilization from residence to work location, including communicating with staff on the mobilization terms and conditions, and working with Administration Unit on the travel arrangement.
• Advise managers and staff on timesheet and provide trouble shooting in timesheet technical system by coordinating with Palladium Timesheet focal points.
• Provide training to staff, including HR Briefing for new staff, training on timesheet, and Recruitment and Engagement Training;
• As the main focal point of the staff (FXTE and on national STP) contract extension, renewal and amendment, including:
  Support performance management implemented appropriately and timely, including national STP Panel. These include providing advice and recommendation to the HRC when there are staff performance issues identified guidance and advice in the performance preparing work orders for managers and other team members, making necessary checking and reviews. This includes on the contract period, remaining input days, and the availability of the STPs, and preparing contract extensions and contract amendments and communicate the terms and conditions to staff; the work orders for signing;
• As the main focal point for the national STP Panel in providing work orders to request their service, and in reviewing the payment claims prior to action by Finance Unit. This includes providing training, advice, and guidance to national STAs and STA Panel in preparing required documents for payment claims;
• Maintain up to date and thorough hard and soft copy of HR files, ensuring safekeeping of classified information and documents. Responsible for HR correspondence, files, records and all its hard and soft copy filling, include softcopy filling management on SharePoint;
• When required, process visas for long term expatriate employees, in coordination with relevant government ministries, and manage the visa tracking sheet to ensure all necessary visas and permits are approved and obtained before the expiration dates.
• Manage leave management system by sending leave trackers to all staff, provide guidance and advice on leave regulations to staff, including:
  
  • Ensure all data in Work Time Management system of all staff are updated and valid.
  • Support staff with queries of Work Time Management system in collaboration with IT Team.
  • In coordination with the Finance and Admin Officer in Provinces, ensure the Work Time Management of provincial staff are updated and valid.
• Manage Short Term Personnel data including:
  
  • Update STP tracker regularly and ensure the validity of the tracker.
  • Ensure completion of all STP personal documents (including ID card, Tax Number/NPWP, Bank account, Mandatory Signed Documents).
  • Responsible for completeness of staff documents (including: ID card, Kartu Keluarga, Bank account, BPJS Ketenagakerjaan & Kesehatan, Mandatory Signed Documents) and other documents as needed.
  • Support collation of documentation and approvals for processing of invoices/ payments/ expense claims for Short Term Personnel (STP), including:
• As of the focal point in Resource Person arrangements, including provide guidance and advice to INOVASI team members in using Resource Person mechanism for their activities, and review Jakarta Resource Person payment claims prior to action by Finance Unit;
• As the focal point of Sole Source arrangements, including provide guidance and advice to INOVASI team members in using Resource Person mechanism for their activities, and review Jakarta Resource Person payment claims prior to action by Finance Unit, and ensure the approval process appropriately;
• Responsible for staff on-boarding process, in providing making sure staff sign and return the compliance documents (Code of Conducts, Child Protection Guidelines, and Conflict of Interest Declaration). Work together with HRO 2 in arranging staff induction for new staff;
• As the focal point of staff induction, including scheduling, arranging travel for staff induction, and making sure the attendance lists and exit checklists are completed and on file;
• Responsible for off-boarding staff, including preparing all employment letters and making sure all items in Exit Checklist are completed;
• Maintain up to date and thorough hard and soft copy of HR files, ensuring safekeeping of classified information and documents. Responsible for HR correspondence, files, records and all its hard and soft copy filling, include softcopy filling management on SharePoint;
• Prepare HR reports as required by the HRC and/or Head of Operations;
• In the absence of HRC, serve as Acting HRC, as required;
• Other duties as may reasonably be required by HRC or Head of Operations consistent with the incumbent’s qualifications and experience, including but not limited to:

Qualifications and Experience:
The HRO will possess the following qualifications and experience:

• Minimum a Bachelors’ degree in a relevant field, affiliations with relevant professional association are an advantage;
• Have experience in handling HR services or HR generalist functions (including insurance and BPJS support, visa provision for expats, contract management, managing HR database, performance reviews, etc);
• Experience in managing broad range of recruitment activities;
• Sound knowledge of Indonesia Labour Law and BPJS requirements;
• Proven ability in handling multiple tasks effectively under time and work pressure;
• Proven ability to plan and manage schedules, files/database and working materials as well as to keep confidentiality of documents and information;
• Strong interpersonal skills, including in a cross cultural context;
• Fluent in English (written and spoken) and Bahasa Indonesia.

Application closes on Monday, 16 June 2025 at 23:59 Jakarta Time

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.
Women are encouraged to apply