Consultant as Human Resources Operations Assistant

Program Overview

WRI Indonesia is an independent research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. At WRI Indonesia, we aim to bring innovations in research and business approaches in order to create the enabling conditions for Indonesia to achieve robust economic growth while respecting environmental and social values. We seek to contribute to the accomplishment of ambitious sustainable development goals through working with leaders in public and private sectors, as well as collaborating with civil society organizations, in turning big ideas into action.

WRI Indonesia has grown significantly since its established in 2014, we grew our portfolio, operations, research, outreach capacity, and staff number. The Human Resources plays important roles in supporting the organization to achieve it’s goals, therefore ensuring the department strategy to align with the organization’s mission and values, and being adaptive and responsive towards the organization’s current needs is our paramount priorities.

Job Highlight

The Human Resources Operations Assistant is responsible for providing essential administrative support to the Human Resources department, specifically in the areas of HR administration and paperwork, consultant payment processing, HR letter creation, and supporting the recruitment and benefits teams. This role requires a strong attention to detail, good organizational skills, and a proactive approach to problem-solving. The post holder will also responsible for maintaining effective communication with all employees by providing necessary information while ensuring strict adherence to confidentiality guideline. 

The position will report directly to the Human Resources Officer. The working arrangement for this position is Office Flex, with a requirement of working from the Jakarta office for a minimum of 3 days per week.

What You Will Do

HR Administration:

• Maintain accurate employee records, including personnel files, leave records, and others compliance data.
• Administer new hire paperwork, terminations, and changes in employment status on both online and offline system.
• Assist with the preparation and distribution of employee communications, such as policies, procedures, and announcements.
• Assist line manager on the employee benefits enrollment and changes.
• Assist the team during employee onboarding and offboarding processes.
• Draft and prepare various HR-related letters, such as contract ended letters, visa letter, employment verification letters, and other HR-related letters
• Ensure that all letters are accurate, professional, and comply with legal requirements before submitting to Head of HR for signing process.
• File all HR documentation, keep an organized record, and maintain confidentiality at all times.

Consultant Payment Processing:

• Ensure timely and accurate processing of consultant payments, including invoice verification, data entry, and coordinate the process with WRI payroll vendor.
• Ensure that the payment follows the terms and condition stated in the contract.
• Prepare and process consultant payment through payment system (ECM) and through the Payroll Vendor.
• Coordinate with tax consultant to confirm the consultant tax calculation.
• Coordinate with Accounting Department to ensure timely payments and accurate records, and conduct payment reconciliation (through Deltek Apps) for consultant.

Recruitment Support:

• Assist the recruitment team with administrative tasks, such as scheduling interviews, coordinating candidate assessments, and preparing job postings as assigned.
• Maintain applicant tracking systems and databases.
• In coordination with Talent Acquisition team in employee database management and monthly payroll data preparation

Benefits Management Support:

• Provide administrative support to the benefits team, including processing benefit claims, assisting with open enrollment, and maintaining benefit records.
• Support the benefit team with insurance administration
• Provide accurate information to employees on all benefit-related matters
• Support other administrative matters as required

What You Will Need

Required qualifications:

• Bachelor's degree in Human Resources Management, Business Administration, or a related field.
• Minimum of 2 years of experience in an administrative role, preferably within a human resources department.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent attention to detail and accuracy.
• Professional appropriate in written and verbal communication skills.
• Ability to work independently and as part of a team.
• Knowledge of HR policies, procedures, and regulations.

Preferred qualifications:

• Experience with HRIS systems (e.g., Workday, ADP) or Finance system (Deltek, ECM) is a plus.
• Knowledge of employment law and regulations.

Deliverables

1. Accurate and up-to-date employee records: This includes maintaining personnel files, leave records, and timekeeping data.
2. Timely processing of HR paperwork: This includes new hire paperwork, terminations, and changes in employment status.
3. Efficient management of employee benefits: This involves coordinating enrollment, changes, and claims processing.
4. Accurate and timely consultant payments: This includes invoice verification, data entry, and reconciliation.
5. Effective support for the recruitment team: This involves administrative tasks like preparing employment letter, recruitment paperwork and benefit administration.
6. Efficient support for the benefits team: This includes processing claims, assisting with open enrollment, and maintaining records.
7. Providing monthly report to identify tasks completion

Duration

1 October 2024 to 30 April 2025

Terms of Payment

Daily-rate based consultant with maximum of 18 (eighteen) working days per month 

Contract Arrangement

Individual consultancy contract (Part-time, limited term)

What we offer

• Consultant rate that is commensurate with experience and skills
• Travel insurance for both domestic and international for any travel duty as assigned by WRI Indonesia
• Access to the WRI global network
• A workplace that strives to put diversity and inclusion at the heart of our work

Must have authorization to work in Indonesia to be eligible for this position.

Final candidates might be required to take a writing test and to produce two writing samples when needed.

How to apply: In order to be formally considered, please submit an updated resume and cover letter through WRI career portal. 

Application close: 1700 (DKI Jakarta local time), 6 October 2024. We will close the advert earlier when the best candidates are identified at earlier dates. 

This is a locally engaged position; Indonesian nationals are encouraged to apply.

About Us

Founded in 1982, World Resources Institute (WRI) is an independent, nonprofit global research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. We are working to address seven critical challenges that the world must overcome this decade to secure a sustainable future for people and the planet: climate change, energy, food, forests, water, sustainable cities, and the ocean. WRI has a global staff of over 1,800 people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico, Colombia and the United States, as well as a growing presence in other countries and regions.  

The foundation of our work is delivering high-quality research, data, maps, and analysis to solve the world’s greatest environment and international development challenges and improve people’s lives. We work with leaders in government, business, and civil society to drive ambitious action and create change on the ground. Equally important, we bring together partners to develop breakthrough ideas and scale-up solutions for far-reaching, enduring impact.

Our mission and values:

WRI’s mission is to move human society to live in ways that protect Earth’s environment and its capacity to provide for the needs and aspirations of current and future generations.

Our values are shared ideals that bind us together: Integrity, Innovation, Urgency, Independence, Respect. 

Our culture:

WRI is committed to advancing gender and social equity for human well-being in our mission and applies this principle to our organizational and programmatic practices. We are committed to providing equal opportunities in employment, we embrace all diversity and encourage women, gender diverse communities, persons with disabilities, Afro-descendants, and Indigenous people to apply. Recognizing our strong commitment to gender equality, WRI has also been awarded EDGE certification.

WRI Indonesia is national entity (Yayasan) associated with the World Resources Institute (WRI), a global environmental research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. WRI work with various stakeholders in the natural resources sector to support policy and management that are both profitable and sustainable. WRI work with leaders in more than 50 countries for more than 30 years, with offices in Brazil, China, Europe, India, Indonesia, Mexico, and the United States.

Launched in early 2014, WRI Indonesia builds on WRI’s 10-year history in the country, and strengthens our impact on the ground. In the short-to-medium term, WRI Indonesia aims to expand its presence and portfolio to include projects in the climate, energy, as well as city and transportation programs.