Document No : HR-032

PACIFIC GROUP
Revision No : 03
INDONESIA JOB DESCRIPTION FORM
Revision Date : 21 October 2015
No. Page (S) : 1 of 5

1. ROLE DETAILS
a. Job Title GENERAL AFFAIR OFFICER
b. Level 5
c. Location PT. PACIFIC PALMINDO INDUSTRI
d. Direct Report HRD MANAGER
e. Indirect Report GENERAL MANAGER
f. Prepared/Revised on 11 MAY 2016

2. PRIMARY PURPOSE OF ROLE

Provide maximum efforts and ensure Expats legality & other employee relations services in this department running
smoothly and fulfil the Company Policy and Government regulation to reach Companys goal and objectives.

3. KEY RESPOSIBILITIES
As the administer, to prepare and submit to the Manpower offices employees monthly report, permit for overtime,
permit for female employees working at night, and ensure that manpower legal matters are fulfilled;
Arrange and obtain Company permit from Manpower offices i.e. working discrepancies;
Check and control all employees documents meet requirements;
Discuss with Direct Supervisor and Department Heads on the content of Company Policy & Procedure and collect
necessary input from Department Heads for further discussion and necessary revision with General Manager;
Prepare and coordinate with Department Heads pertaining to preparing yearly budget, such as manpower, overtime,
assets, etc;
To upgrade employees knowledge with regard to all governmental and company regulation;
Circulating any Announcement to all PPIs Employees thru email and/or Announcement Board in the Security Post;
To update, enforce and supervise implementation of company regulation include the approval from Manpower
Office of Deli Serdang;
To ensure that all manpower legal matter are fulfilled;
Compiling all reports from every unit in HRD and to be put it to the Power Point for the Monthly Report of HRD Unit;
To handle all labour affair dispute and solution in line governments regulation;
Reporting any working accident and on employees death to BPJS Ketenagakerjaan and also the Traumatic Hospitals;
Coordinate with related government body with regard to find solution for manpower supply problem;
Arrange Company guests (Internal & External) and handle related documents with the Government offices i.e.
Customs, Immigration, Police, etc;
Find rental house for Expatriate employees, prepare house lease contract, check all necessary house documents and
obtain legalization from the Notary;
Prepare application for work permit, stay permit, visa, Police Registration and other supporting documents thru
Government offices;
To maintain and cooperate with the company doctors/hospitals appointed in medical and health program for
employees and their family;
Assisting Employee to apply Passport and getting Vaccines for Official purposes;
Coordination with HR Jakarta for UMRAH & Best Employee arrangement;
To maintain good relationship and cooperation with the local police, military and KIM officers and legal resources;
Arrange Lebaran & Christmas Gifts for all Customers/Government Relations of PPI and to all Employees &
Outsourcing Staffs as well;
Maintain an Advance and the Settlement of Cash for any Official Purposes;
Arrange company permit and documents;
 Document No : HR-032
PACIFIC GROUP
Revision No : 03
INDONESIA JOB DESCRIPTION FORM
Revision Date : 21 October 2015
No. Page (S) : 2 of 5

Checking KPIs of all Employees and sending to HR Corp Jakarta;

To perform any relevant duties entrusted to her/him.

4. RESOURCES

Business Unit : PT. Pacific Palmindo Industri

Scope : HR Department

Total Employee : 1

5. DECISION MAKING AUTHORITY

N/A

6. KEY PERFORMANCE INDICATOR (KPI)

Sustainability Perspective :
LEGAL LIST COMPLIANCE
1) All Legality & Working Permit of Expatriates are Valid & Updated
2) Expatriate's Legal & Permits are Updated

INDUSTRIAL SAFETY
Reduce Accident FR, SR, LTA, MAIFR & No Fire Accidents

Financial Perspective :
REDUCE INDIRECT COST :
For stationary usage such as paper, toner, etc not exceed from the Budget

Customer Perspective :
PROCESS EXPATRIATE DOCUMENTATION :
By making sure all process for expatriate documentation on time

System and Organization Perspective

POLICY COMPLIANCE :
1) Updating & Company Regulation based on 15 policies also to be approved by Manpower and socialized to all
Departments
2) Compliance Company Regulation based on 15 policies from HR Corp

ORGANIZATION EFFECTIVENESS :
Update & complete 1 Job Description

Human Resource Perspective

OVERTIME : not exceed as per Budget Approved

INDUCTION PROGRAM :
Orientation/Induction Program 100% attended by New Employees, Transfer and/or Promotion.
7. CHALLENGES
 Document No : HR-032
PACIFIC GROUP
Revision No : 03
INDONESIA JOB DESCRIPTION FORM
Revision Date : 21 October 2015
No. Page (S) : 3 of 5

Manage & monitoring of all permits not over the due date
Manage & monitoring of all Company Regulations, Rental Houses to be extended before due date
To be a PIC of KPIs for all Departments in PPI
Responsible as the Training In-charge
Must be have a good relations with Government Body such as : Immigrations, Manpower & Police
Willing to be the substitute to handle other colleagues tasks (in HRD) in case he/she couldnt come to work due to
sick or any permission

8. QUALIFICATION, EXPERIENCES, SKILLS

A. Qualification
Education : University Degree / Bachelor
Major : Law/Psychology and/or any relevant background
Language : English & Bahasa Indonesia
Computer : Word, Excel, Power Point & Internet

B. Experiences
Total Experience : At least 4 years in the same field
Position : HR / Administration
Industry :-

C. Skills (Soft/Hard Skill)

Operating computers system, such as : Word & Excel Program, Power Point & Internet
Having a Good Communication in making good relation with Governments Body & others
Good Communication in English by written & verbally.
Having a Good Interaction within the Employees in PPI and outside Employees.
Creative
Sociable
Multi-Tasking
Smart
Good Team Work

9. COMPETENCIES
 Document No : HR-032
PACIFIC GROUP
Revision No : 03
INDONESIA JOB DESCRIPTION FORM
Revision Date : 21 October 2015
No. Page (S) : 4 of 5

GENERAL AFFAIR OFFICER DEFINITION OF CRITERIA LEVEL

Responsibility & Accountability
Team Leadership
Consumer & Customer Focus
Results Driven
Self Confidence
Developing & Empowering
People
Change Enabler
Analytical Thinking
Self-Awareness
Organizational Awareness
Excellence In Execution
Seizing The Future
Acting consistently with the Group Values and Principles, taking
personal 'Responsibility' for your performance, 'Accountability'
4
for your results and demonstrating 'Commitment' to achieve
the Group objectives.
The ability to unite individuals and building and aligned
cohesive team that pulls together to win. Successful leader
must lead by example (respect, engagement, loyalty,
1
discipline..) He is able to take a leadership role and still be a
solid team player, and know that these two qualities are
complementary with an internal and external stakeholders.
Demonstrating concern for satisfying customer's actual needs
and to provide them with high quality service for a long-lasting
and mutually profitable relationship. 'Customer' can be any 3
person or organization for whom the service is intended
internally
Being results-driven requires a positives attitude towards
performance and success in demanding situations or following
set-backs. It relies on the ability remain motivated, a willingness 2
to take on challenging tasks, and the energy to remain focused
on those tasks when presented with obstacles.
The 'belief' in yourself without coming across as arrogant. The
ability take a clear independent position and to keep 3
functioning effectively under pressure to succeed.
Building HSA's capability for the future and enhancing others'
commitment to their work so they push their limits and are 3
encouraged to realize their full potential and outperform.
Adjusting own behaviours to work efficiently and effectively in
light of new information, changing situations and/or different
environments. Demonstrating support for organizational and 3
cultural changes needed to improve the Group's overall
effectiveness.
Identifying the information needed to understand the current
situation, seeking that information from appropriate sources,
2
and using skilful interpretation and analysis in order to
understand issues and draw out the right decision.
The ability to accurately identify and understand your own
2
emotions, triggers, strengths and improvement areas.
Understanding of the Group culture, structure and operating
framework as well as acquiring the necessary technical
4
knowledge to contribute to the Group Strategy and win in the
marketplace.
Converting Business Strategy into Action, ensuring that
commitments are met in a timely manner and within the
available budget and resources. The personal drive to go the 2
extra mile in delivering excellent performance and quality
standards to win in the marketplace
Taking actions to get to the 'Future First'. Monitoring closely 2
what is happening both internally and externally and taking
 Document No : HR-032
PACIFIC GROUP
Revision No : 03
INDONESIA JOB DESCRIPTION FORM
Revision Date : 21 October 2015
No. Page (S) : 5 of 5

decisive action today to create new growth opportunities for

tomorrow.

10. APPROVALS
Prepared by Line Manager

Signature & Name Date

Reviewed and Approved by Human Resource

Signature Date

Accepted by Job Holder

Signature & Name Date