Human Ressources (main responsibility)
HR Operations & Administration:
Manage employee lifecycle administration: hiring documentation, contract issuance/renewals, probation follow-up, employee data maintenance, and exit formalities.
Coordinate with payroll/HR consultant to consolidate monthly inputs (attendance, overtime, leave) and ensure accurate HR administration.
Maintain HR files, trackers, and documentation archiving (physical & digital), ensuring completeness and traceability.
Ensure HR documentation and practices are aligned with Valrhona HQ HR policies; request validations/approvals when required (exceptions, template changes, sensitive cases).
Recruitment, Onboarding & Workforce Support:
Prepare and maintain job descriptions and workforce plans; coordinate recruitment planning by tracking headcount, contract end dates, and recruitment timelines, ensuring alignment with site needs and HQ HR policies
Coordinate recruitment logistics (job postings, interview scheduling, candidate follow-up, reference checks coordination).
Manage onboarding administration: employment file creation, policy briefing, internal introductions, and probation tracking.
Employee Relations & HR Governance:
Support managers on employee relations: attendance discipline, administrative warning letters, incident documentation, and follow-up actions.
Support internal communication on HR topics (policy reminders, process updates, HR announcements).
Escalate sensitive/high-risk cases to the Finance & Admin Manager and/or Valrhona HQ HR, ensuring correct process and approvals.
HR Policies & Compliance (with HQ alignment):
Support the implementation and maintenance of HR documentation: employment contracts, HR templates, internal policies, and Company Regulations—in line with Valrhona HQ HR standards and Indonesian labor requirements.
Identify HR compliance gaps (documentation, practices) and propose corrective actions proactively.
ODOO HR module implementation:
Support the implementation of the Odoo HR module (gather requirements, follow configuration and migration from Xero to Odoo).
Ensure employee data accuracy and support data migration/maintenance (contracts, onboarding, leave)
Legal & General affairs (Coordination Only)
This is not the main function of the role. The officer supports by coordinating and ensuring follow-up, while legal work/advice is handled by external consultants and validated by management.
Legal Documentation Coordination (with external consultant):
Coordinate with external legal consultants for the drafting/review of contracts, NDAs, service agreements, and corporate documentation; ensure internal follow-up, signatures, and proper archiving.
Prepare and maintain shareholders’ circulars and Board of Directors Minutes of Meeting (MoM) in coordination with management and/or external counsultant; ensure filing and traceability.
Act as an internal point of contact to consolidate inputs, collect required documents, and coordinate timelines with consultants (not providing formal legal advice).
Permits & Certifications Follow-up (coordination role):
Coordinate and follow up with relevant parties/consultants on required licenses and certifications (e.g., PBG, SLF, BPOM, Halal, and other operational licenses).
Coordinate with local agents for KITAS processes.