Human Resources Specialist

The United States Peace Corps program in Indonesia seeks qualified and motivated candidates for the following positions in SURABAYA.

Position : Human Resources Specialist
Division/Department : Management and Operations Unit
Salary : Rp. 172,134,982 Annually 
Location : Based in Surabaya, with occasional travel in Indonesia 
Reports to : Director of Management and Operations 
Closing date : December 23, 2015 at 12:00PM local Surabaya time.

Basic Function of Position
Under the supervision of the Director of Management and Operations (DMO), the Human Resources Specialist coordinates human resource management for local staff and cross-trains on Peace Corps financial and administrative systems to provide back up and support on all aspects of financial and administrative operations. The HR Specialist performs all functions and tasks within internal control guidelines ensuring separation of duties and appropriate control of processes. The position coordinates with PC/Washington and various U.S. Embassy units, and may serve as Acting Director of Management and Operations (DMO) during the United States Direct Hire’s absence.

Human Resources Management Duties
  • Manages payroll & benefits administration through close coordination with other sections to support Post operations 
  • Coordinates human resource management for personal services contractors, including recruitment, advertising, updating statements of work, applicant and interview processes, post-hiring tasks including contracting and orientation, and severance processes. 
  • Serves as the internal expert on local labor law and US Embassy local compensation plan. 
  • Schedules all staff performance management tasks and documents per Peace Corps policy.
  • Oversees local staff benefits enrollments and payments in accordance with Post and US Embassy practice.
  • Researches and provides advice to Post leadership on matters of Human Resources.
  • Ensures that background checks are completed and updated as required. 
  • Creates, maintains, and securely stores personnel files for local staff.
  • Identifies and corrects procedural gaps by improving and documenting standard operating procedures.
  • Serves as team lead for staff professional development and training opportunities.
Budgeting Duties
  • Supports DMO and Finance Analyst in preparing cross-functional formulation of Peace Corps’ Annual Operating Budget
  • Supports mid-year/periodic reviews/year-end budget review through in-depth financial analyses and cross-functional coordination; recommends reprogram of funds and development of unfunded requests. 
  • Provides on-going budget evaluation and analysis and makes recommendations for effective budget management
  • Work with all office units in developing and tracking budgets and reviewing expenditures. 
  • Assists in designing and developing project budgets
Finance and Accounting Duties
  • Performs various financial analyses in order to facilitate informed decision making, including salary projections and contractual calculations. 
  • Position has delegated authority of financial and administrative approval at a level to be determined by the direct hire DMO; provides obligation and administrative approvals. Ensures appropriate internal control guidelines are in place and adhered to.
  • While serving in a back-up capacity, creates obligations, purchase requisitions, payment vouchers (cashier and non-cashier) and travel vouchers in compliance with internal control guidelines.
  • May serve as Alternate Cashier responsible for disbursement of funds in the absence of Cashier.
  • Performs various financial analyses as requested by DMO as a tool for decision making.
  • Reviews and proposes process improvement in the Management and Operations area.
  • Works closely with PC Washington and the US Embassy in the conduct of job duties.
Contracting Officer:
  • Authorized to execute, amend and terminate contracts, lease agreements, and other procurements as delegated from the Office of Contracts within the rules of the Peace Corps contracting handbook. At a minimum the delegation is $50,000; maximum $100,000.
  • Prepares Personal Service Contracts for Post as assigned; manages the contracts and assists the DMO in maintaining the contracting files.
  • Negotiates and prepares leases as assigned; manages the leases and maintains the lease files.
  • Negotiates and prepares operational and training event contracts and agreements as assigned; manages the contracts and maintains the contracting files.
  • Manages the receipt of goods and the schedule of payments on all contracts and agreements and initiates payment.
Volunteer Support Duties
  • Provides general administrative assistance to support Trainees/Volunteers.
  • Conducts training sessions on administrative issues for Trainees and Volunteers periodically throughout the year.
  • Trains new USDH and other relevant staff on human resources and administrative processes at Post.
  • Provides support to the DMO and the Country Director (CD) as requested.
  • TDY Travel: The Contractor is subject to worldwide availability and may be requested by the Peace  Corps to be reassigned or transferred permanently to another Peace Corps Post/Headquarters  or  perform temporary duties (TDY) as required and to travel to other assignments within Peace Corps’ as assigned. Any such reassignment or transfer shall be subject to agreement of the Contractor. The Statement of Work as defined will remain the same; however the duties may be subject to change as determined by the Contracting Officer.
Inherently Government Functions:
  • May be designated a sub-cashier. (Designated by the Chief Financial Officer)
    Responsibilities as a sub-cashier include performing limited cash disbursements as directed by the DMO, proper disbursing and collecting of funds, proper accounting for funds advanced, safeguarding funds advanced, and accepting personal responsibility and financial liability for funds after successful completion of the requisite training for performing sub-cashier duties. (See MS 760 and OFMH 13)
  • May be designated as a receiving officer. (Assigned by Country Directors, with the approval of their Regional Directors)  Responsibilities as a receiving officer include accurate review of goods or services, their accompanying invoices, and the purchase order/contract to ensure that the specifications, quality, amounts, price, timeliness, etc. of the goods are consistent with the terms and conditions of the contract/purchase order after successful completion of the requisite training to perform receiving duties. (See MS 511, the Personal Property Management Handbook and OFMH 19)
  • May be designated as a property officer. (Assigned by Country Directors, in coordination with the Office of Management and with the approval of their Regional Directors)  Responsibilities as a property officer include carrying out functions to safeguard and control all U. S. government property assigned to the Peace Corps office; ensures that property duties are assigned appropriately, and that staff are well-trained in how to carry out their duties; oversees maintenance and utilization of property, and the annual and semi-annual inventory and loss reports. The Property Officer can be held financially liable for neglecting to safeguard and control Peace Corps personal property. (See MS 511 and the Personal Property Management Handbook)
  • May be designated as a Contracting Officer – (Assigned by the Chief Acquisition Officer)
    Only as specified with an individual warrant from the Chief Acquisition Officer after successful completion of the requisite Overseas Contract Officer Training. (See the Overseas Contracting Handbook)
  • May be designated limited supervisory responsibilities. (As assigned by Country Directors with the approval of their Regional Directors - See MS 743 and MS 744)
Safety and Security Support
  • Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
  • The HR Specialist periodically performs Duty Officer functions requiring 24/7 on-call availability on a rotating schedule with other staff members. 
Level and Effort
  • Performs duties at assigned Post during a 40 hour work week.   Will be required to travel on an overnight basis as needed to support PCVs. May be required to work outside of or in addition to normally scheduled hours to support PCVs and fulfill other post requirements. May participate in in-country or out-of-country trainings provided to PC staff. 
Occasional Money holder
  • The PSC may be required to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to PST/IST training site, or other locations as directed by the Contracting Officer. The PSC may also be required to courier cash to PC trainees or volunteers. The PSC will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the PSC will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer. 
Work Experience Requirements and Qualifications
  • At least 5 years of progressively responsible experience in human resources management, with significant knowledge in general business administration. Experience at a large organization related to recruitment, including interpretation and use of staffing and financial data for informed decision-making pertaining to right-sizing a team, organizational growth, recruitment, compensation, and benefits to ensure optimal use of resources.
  • Previous responsibility ensuring procedures and practices are compliant with Indonesia’s Manpower Act and other local labor law is a plus.
  • Experience implementing professional development systems is preferred.
  • Experience with financial administration and budget management preferred.
Languages: Fluent Bahasa Indonesia and English, both written and spoken, are required.

Knowledge, Skills, and Abilities:
  • Thorough knowledge of human resources management and administrative best practices
  • Demonstrated ability to manage budgeting processes from budget creation to completion.
  • Ability to recommend solutions on human resources, financial, and administrative issues.
  • Ability to work under time restraints and manage many projects and tasks simultaneously.
  • Advanced proficiency in Microsoft Office computer applications.
  • Resourceful in researching matters on  Federal and State Department regulations, Local labor law, Peace Corps Manual,    Overseas Financial Management Handbook, Foreign Affairs Handbook and Foreign Affairs Manual prior to rendering recommendations to the DMO.
  • Ability to communicate verbally and in writing in clear and concise English.Ability to contribute to the process improvements by assessing, analyzing and recommending solutions.
  • Effective coordination with Admin Staff, other PC units, key departments in U.S. Embassy, PC/W staff, and external parties in achieving specific objectives.
  • Must be able to obtain delegation of authority as a Contracting Officer and Alternate Cashier.
  • Must be able to pass and keep a background investigation clearance.
  • It may be necessary to travel to the US or to other countries for training.
Education Requirements
  • Bachelor’s degree in Human Resources Management, Business Administration, Financial Management, or comparable degree is required. 
  • Master’s degree in a comparable field strongly preferred. 
Please submit your CV and Application Letter in English as one PDF file to:

Please indicate "HR Specialist” in the subject line of the email not later than December 23, 2015 at 12:00PM local Surabaya time.
Source: HERE