Position Type FT Permanent
Recruiter #LI-CST1
Posting Type LI
About Kerry
Kerry is the world's leading taste and nutrition company for the food, beverage and pharmaceutical industries. Every day we partner with customers to create healthier, tastier and more sustainable products that are consumed by billions of people across the world. Our vision is to be our customers' most valued partner, creating a world of sustainable nutrition. A career with Kerry offers you an opportunity to shape the future of food while providing you opportunities to explore and grow in a truly global environment.
About the role
Under the guidance and supervision of the Operations Manager, Karawang and Human Resources Manager and in close working relationship with Operations Functions, the General Affairs & People Service Lead IO will be responsible for the day-to-day organization of administrative and organizational tasks in support of the operational activities. This position will responsible to maintain good relationship with Government and other external stake holders.
Plans, directs organizes and controls the overall activities of General Affairs including Employee Services, General Cleaning, and Security for multiple sites, Cikarang Plant and Karawang Plant
Work Location : Karawang
Reports to : Operations Manager
Key responsibilities
Facilities Management
- Acting as a site facilities owner for Cikarang and Karawang Plants.
- Working with M&E Dept. on building maintenance of Cikarang & Karawang Plant, i.e. BMS, ACMV, security systems, etc. and ensure all scheduled building/equipment maintenance does not adversely affect workflow or minimize disruption if work must be done during business hours.
- Working with HSE Dept. to ensure proper disposal of general waste and hazardous chemicals.
- Working with Hygiene Coord. Karawang to supervise general cleaning services to ensure it meets our standard and it is performed according to contract.
- Maintaining office and labs in safe, clean and organized manner.
- Updating Cikarang and Karawang Asset list and work with Finance for asset tagging and audit when there are new equipment/furniture purchased, transferred or disposed.
- Overseeing all Facilities and R&D equipment maintenance contract renewal exercises. Reviewing contractor performance to ensure the prescribed standards are met, resolve any problems and achieve continuous improvements.
- Providing support to Indonesia sites relocation, renovation and new office/laboratory built
- Assisting to resolve any day-to-day operational issues of Facilities Team.
- Maintaining good relations with suppliers of goods or services. It also includes making work contracts, ensuring timely payments, and making complaints on behalf of the company if necessary.
- Preparing necessary periodic reports to Government Authority.
- Assisting with licensing matters and to manage all forms of required permits.
- Establishing relationships with external parties, such as local governments, manpower office, BPJS, police, mass organizations, journalists, urban villages, sub-districts, etc.
- Hiring and interviewing new employees of non-wired/operatives.
- Undertaking the administration of new employees (non-wired/operatives), including contract and contact information forms.
- Working with Operations Admin and Receptionist Cikarang on maintaining timesheets, staff leave records, and sick leave and absence records.
- Reconciling timesheets and leave records.
- Arranging logistics and preparing administrative arrangements for IO activities (flights, hotels, meeting rooms, transportation, and related arrangements).
- Maintaining records of all logistics-related documents (invoices, receipts, other related documents) to be submitted to the Finance Officer.
- Maintaining a proper filing system and ensuring that all staff have easy access to it.
- Supporting the Facilities Manager to negotiate with and execute contracts with third party service providers which are not under Central Procurement - IMAS (annual value less than USD25k)
- Maintain all files relating to work orders, service reports, SOPs, etc. and ensure accuracy on all completed paperwork submitted by vendors
- Create purchase orders and track invoices for payment for all Sites.
- Diploma in Business Administration, Law, or other relevant discipline, or equivalent work experience;
- At least five years of proven experience in logistics, administration, legal affairs,;
- Work experience with international organizations is preferable;
- Demonstrated ability to communicate in written and spoken English;
- Good interpersonal and communication skills;
- Commitment to administrative and logistics work;
- Good working knowledge of administrative procedures and ability to perform administrative tasks efficiently and in compliance with the organization's regulations;
- Knowledge and experience with efficient internal office communications, including an efficient filing system;
- Computer literacy (preparedness to learn and manage computer software packages necessary for office work, especially related to communication and information management);
- Ability to work under pressure, meet deadlines, and prioritize routine and ad hoc tasks;
- Flexibility and the ability to work well independently and as a member of a team without close supervision;
- Tact and diplomacy when interacting with vendors, contractors, local governments, police, mass organizations, journalists, urban villages, sub-districts, staff, and members etc.
- Flexible to travel about 10-20% of the time, as per operation requirement
- Proficient in Microsoft Office (Outlook, Excel, Word, Powerpoint)
- At all times the candidate is expected embrace and demonstrate the Kerry Values.
- Structured thinking and understanding.
- Ability to multi-task and be highly organized.
- Consistently approaches work with a positive and constructive attitude.
- Working effectively with others.
- Strong organization skills with a problem-solving attitude.
- Demonstrate openness and respond positively to feedback.
- Must be dependable, completes assigned tasks accurately and on time and possesses excellent follow-through
- Willing to work after hours or weekends when necessary
Kerry Group