The ASEAN Secretariat was established in 1976 by the Foreign Minister of ASEAN with basic functions of providing greater efficiency in the coordination of ASEAN organs and for more effective implementation of ASEAN projects and activities. It is also envisioned to be the nerve centre of a strong and confident ASEAN Community that is globally respected for acting in full compliance with its Charter and in the best interest of its people.
In alignment with the ASEAN Community Vision 2045 and Strategic Plans of the three ASEAN pillars of Political-Security Community, Economic Community and Socio-Cultural Community, and ASEAN Connectivity, and supported by the Department of Community and Corporate Affairs, the ASEAN Secretariat is inviting Indonesian Citizens or ASEAN Nationals who are already residing and eligible to work in Indonesia to apply for the position of Secretary for Community Affairs Directorate.
Remuneration and Benefits:
The successful candidate will be offered a basic salary of IDR 6,719,300 and attractive remuneration package including monthly transportation allowance, outpatient medical reimbursement, hospitalisation & life insurance, annual bonus equal of a month’s basic salary, and gratuity. Subject to good performance during the probation, the candidate will be offered a fixed term contract of three (3) years, inclusive of the 6-month probationary period.
1. Provide secretarial and administrative support to the Director and Directorate:
- Manage the Director’s calendar, schedule appointments, and coordinate internal and external meetings.
- Prepare and process travel documentation, including Travel Authorisation Forms, flight bookings, visa applications, hotel reservations, and related settlements.
- Arrange logistics for the Director’s missions and Directorate meetings.
- Maintain adequate supplies of stationery and office materials for the Directorate.
- Anticipate the administrative needs of the Director and proactively prepare required documents and materials.
2. Coordinate and manage general correspondence:
- Receive, record, file, and distribute incoming and outgoing correspondence (letters, memoranda, and documents).
- Maintain an organised and up-to-date filing system (physical and digital) for all Directorate correspondence and records.
- Draft routine memoranda, letters, and forms for the Director’s review and signature.
- Ensure confidentiality and proper handling of sensitive documents.
3. Facilitate meetings or events organised by Community Affairs Directorate:
- Provide administrative and logistical support for meetings and events organised by the Community Affairs Directorate.
- Prepare meeting rooms, distribute materials, and ensure necessary equipment is available and functioning.
- Assist in the preparation of meeting documentation and follow-up actions as required.
4. Coordination and Other Duties:
- Liaise effectively with officers across the ASEAN Secretariat, ASEAN Bodies (including offices of the CPR), and external stakeholders as required.
- Provide administrative support, as needed, to the Community Relations Division and Information Resource Management Division to ensure overall effectiveness of the Directorate.
- Perform other secretarial duties as assigned by the Director.
- Provide support, as necessary, for the effectiveness and efficiency of the CMAD’s Divisions.
- Completion of appropriate Diploma, technical or other training relevant to the position and a minimum of one (1) year experience in executive support role.
- Demonstrated ability to plan and organise tasks and work flows, with proven ability for accuracy under pressure and adherence to deadlines.
- Ability to communicate effectively with colleagues across all levels of an organisation.
- Demonstrated commitment to collaborative work practices.
- Competent level of oral and written communication skills, including experience in cross-cultural environment and international settings.
- Competency in computer skills with adequate knowledge of Microsoft Office and Outlook where relevant to the position.
- Proven ability to maintain confidentiality of matters related to workplace.
- Familiarity with protocol matters.
- Sound command of English, written, and spoken.