P&C Admin Officer

BACKGROUND

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. In Indonesia, Plan International has operated since 1969, and in 2017 Yayasan Plan International Indonesia (Plan Indonesia) was established as a national entity of Plan International in Indonesia. YPII is currently implementing its Country Strategy 5 (CS 5) covering the Fiscal Year (FY) 2023 to 2027, where the country’s purpose is in line with the global Plan International’s Purpose “to advance children’s rights and equality for girls”. Our ambition is to enable at least 3 million girls and young women to Learn (gain skills for work), Lead (empower to take action on issues that matter to them), Decide (have control over their own lives and bodies), and Thrive (grow healthy and protected from violence). It means that we will take action to identify and facilitate the removal of obstacles that prevent children, especially girls, and young women from enjoying their rights and participating fully in Indonesian society. This goal will be achieved by implementing quality programmes and projects as well as influencing decision-makers and key stakeholders to make the required changes. Within the context of VUCA (Volatile, Uncertain, Complex, and Ambiguous) world, an NGO like Plan Indonesia has to adapt and innovate to ensure that we stay relevant, impactful, and sustainable.

Currently, we have four pillar programs in health, education, empowerment, and safe & resilient, where each pillar has its own core objectives. Across the thematic programs, Plan Indonesia will use five (5) approaches: Technology and digitalization; Youth agency/Leadership; Resilience/Nexus perspective; Gender, Disability, and Social Inclusion; and Child Protection. Plan Indonesia is also strengthening its resource mobilization and external relations, which support the program and influencing ambitions.

ROLE PURPOSE

People and Culture Admin Officer responsible for preparing and maintaining staff’s data and contracts, organization structures, organization policies and procedures, and preparing audit data requirements for people and culture administration.

DIMENSIONS OF THE ROLE 

• People and Culture Admin Officer reports to People and Culture Manager.
• The position has a functional relationship with all staffs for People and Culture Administration process.

ACCOUNTABILITIES

1. People and Culture Administration 

• Coordinate with Talent Acquisition and Talent Management Specialist to create staff’s contract, amendment of contract as needed, office in-charge, special assignment letter, mutual agreement, quit claim, etc., request approval from Executive Director, and give it to the staff to get their signature on time.

• Maintain updated physical and digital personnel records such as contract, amendment, office in-charge, special assignment letter, mutual agreement, quit claim, etc.

• Send an on-time reminder of the staff’s contract to the staff and their supervisor.
• Calculate and prepare a document on the final payment.
• Coordinate with Employee Relations Specialist to prepare off-boarding clearance documents.

2. Maintain People and Culture Admin Database

• Update and maintain the monthly staff list (joining, leaving, office in-charge, special assignment, etc.) and circulate it to Finance, IT, People and Culture teams.
• Administer HRIS, including updating and monitoring the database.
• Update organization structure and People and Culture policies and procedures.
• Prepare reports on people and culture-related metrics.
• Prepare audit requirements in People and Culture.
• Coordinate with the archiving company to store physical documents and IT to store digital documents.

3. People Experience

• Ensure all administration processes are in line with organization regulations and local law, including performance management, contract management, and separation process.

4. Safeguarding  – PSHEA 

Ensure that Plan International’s global policies for Safeguarding Children and Program Participants and PSHEA are fully embedded in the principles and requirements of the policy, including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes but is not limited to ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed by the appropriate procedures.

TECHNICAL EXPERTISE, SKILLS, AND KNOWLEDGE 

Experience and Knowledge

• Bachelor's degree with a minimum of three years of working experience as an admin.
• Working knowledge of HRIS (SAP SuccessFactor).
• Working knowledge of Indonesian Labor Law
• Good written/oral communication and interpersonal skills
• Computer literate (PowerPoint, Excel, Word, etc.)

Skills

• Detail and zero tolerance to error
• Good communication skills
• Good interpersonal skills and teamwork
• Able to work in a multicultural environment
• Good knowledge of human rights and child rights
• Good Microsoft Office computing skills
• Demonstrated ability to maintain confidentiality
• Good written English skills

Location: Based at Country Office, Jakarta

HOW TO APPLY: 

All information will be treated in the strictest confidence, as we pride ourselves on our professional service. We will contact you as soon as we have reviewed your application. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by applying now not later than October 14th, 2025. 

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Program Participants policy (PSHEA). 

As an international child-centred community development organisation, Yayasan Plan International Indonesia is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. 

We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practices, positive attitudes and principles of gender equality and inclusion. 

Please note that Plan International will never send unsolicited emails requesting payment from candidates.  

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