Position Title: Human Resources Assistant

Location: Jakarta, Indonesia

Job Type and duration of contract: Full-Time, 1 year contract period

Closing Date: June 16, 2017


Personnel Administration

  • Administering staff health insurance; submitting the claims to insurance provider, monitoring the claim payment, inform to the respective staff regarding claim payment or any outstanding matter related to health insurance;
  • Help finance officer in cross-checking time sheets with leave records twice a month;
  • Provide secretarial function: make copies and/or duplicates materials as requested HRM; prepare and transmit facsimiles, scanning, filing, etc.
  • Entry data: record/inputting staff Annual Leave and Sick Leave into Leave Record;
  • Assist Admin Officer in updating hotel (appointed) information, including filing the related documents.

Legal Document Process

  • Assist with the provision of administrative support to the HRM on Government Relations matter;
  • Assist HRM in monitoring Legal Document Process done by the service agent such as:
  • Stay Permit (ITAS or Ijin Tinggal Terbatas), Multiple Exit Re-Entry Permit, Exit Permit Only, Work Permit (IMTA or Ijin Mempekerjakan Tenaga Asing), Laporan Keberadaan/Kedatangan TKWNAP.
  • Luce Scholar Social/Cultural Visit Visa
  • Submit documents to Foreign Affair Ministry, State Secretariat, Labor Ministry, Custom, Police Office and Embassies in processing office and International staff permit and documentations, such as:
  • Assignment Letter
  • Visa for The Asia Foundation’s Local staff
  • Company Regulation, Wajib Lapor Perusahaan, and Wajib Lapor Kesejahteraan Perusahaan
  • Maintain a good relationship with Government Officers.
  • Processing the Legal Document related to Vehicle Registration (STNK) Renewal, PP19, Tax Exemption and other document exclude stay permits/formalities for expat staff.
  • Maintain a good relationship with the Government Officers.

Consultant Administration

  • Assist HR Manager in consultancy contract issuance;
  • Ensure the supporting document for consultancy contract is completed;
  • Prepare draft of the individual consultant contract;
  • Work closely with Finance team related to consultant payment;
  • Responsible for ensuring the contract is signed and delivered to assigned consultant;
  • Responsible for filing consultant contract documents (hard & soft copies);
  • Maintain the consultant log (database) is up to date;
  • Provide secretarial function: make copies and/or duplicates materials as requested HRM; prepare and transmit facsimiles, scanning, filing, etc.


  • Perform miscellaneous job-related duties as assigned.

  • Minimum Diploma or bachelor’s degree or equivalent education or relevant experience.
  • Minimum two year experience as human resources assistance or administrative assistant, preferably in an international organization or large private firm.
  • Experience in processing visa, working permits, PP19, licenses renewal, and other legal document.
  • Deep knowledge in formalities-Expatriate Legal document procedures
  • Responsible and hard worker
  • Ability to understand and follow specific instructions and procedures
  • Self-starter, enthusiasm, positive attitude, and can work independently
  • Experience in processing consultancy contracts
  • Excellent verbal and written communication skills in both English and Bahasa Indonesia.
  • Excellent interpersonal skills.
  • High level of professionalism and discretion required.
Please send your application letter and CV to The Asia Foundation by e-mail to by June 16, 2017. Please write “HR Assistant” on the Subject of the e-mail. The Asia Foundation is an equal opportunity employer.