During the 46th ASEAN Summit in Kuala Lumpur on 26 May 2025, the Leaders adopted the Kuala Lumpur Declaration on ASEAN 2045: Our Shared Future, along with the Strategic Plans of the three ASEAN Community Pillars, namely the ASEAN Political-Security Community, the ASEAN Economic Community and the ASEAN Socio-Cultural Community as well as ASEAN Connectivity, to guide ASEAN’s long-term trajectory toward a more adaptive, cohesive, and dynamic regional organisation.
The ASEAN Secretariat was established in 1976 by the Foreign Ministers of the ASEAN Member States. Its primary functions are to enhance the efficiency of ASEAN organs’ coordination and to facilitate the 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 ASEAN 2045: Our Shared Future and Key Aspirations of the three pillars of the ASEAN Community and ASEAN Connectivity, 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 Travel Officer for Administration & General Affairs Division (AGAD), Community and Corporate Affairs Department.
Remuneration and Benefits:
Successful candidate will be offered a basic salary of IDR 16,835,950 and attractive remuneration package including monthly transportation allowance, outpatient medical reimbursement, hospitalisation & life insurance, annual bonus 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.
- Reporting to the Assistant Director/Head and Senior Officer of AGAD, the Officer shall be responsible to:
1. Manage all air-ticket booking and travel related requests
- Facilitate all official air-ticket bookings and travel related services.
- Ensure air tickets & itineraries issued by travel agent are based on the ASEAN Secretariat rules.
- Respond to routine staff requests related to travel issues as appropriate.
- Assist staff in emergency booking or changing the schedules when it is necessary.
2. Monitor air ticket payment and flow of invoices
- Review all invoices submitted by travel agent and ensure accuracy, alignment with approved Travel Authorization and no extra charges to the ASEAN Secretariat.
- Coordinate with Desk Officers to ensure the invoices are charged to the appropriate/relevant Project and Trust Funds.
- Coordinate with concerned staff and monitor the payment of all air tickets paid by sponsored organizations.
- Prepare payment request for air tickets for submission to Finance & Budget Division (FBD).
- Verify refund of cancelled tickets and prepare report FBD accordingly.
- Ensure payment schedules are done in a timely manner.
3. Carry out administrative procedures and related tasks
- Compile travel authorization, home leave and other travel related documents as appropriate.
- Monitor the performance and service provided by the travel agent and ensure compliance with the contract.
- Maintain the booking and payment procedures.
- Assist the supervisor(s) in periodic review the relevant booking and payment procedures,
- In coordination with travel agent, keep ASEAN Secretariat staff informed on the flight schedules of major routes in the ASEAN countries.
- Maintain good relations with major airlines and establish corporate rates.
- Perform other duties as assigned by the Assistant Director, Senior Officer and/or higher authorities of the ASEAN Secretariat.
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- Advanced degree in Hospitality and/or Travel Management, Business Administration or an appropriate related field or discipline; or Bachelor degree in the afore-mentioned fields or discipline with a minimum of two (2) years of relevant work experience in in travel planning, coordination, and ticketing in a multinational corporation or an international organization.
- Proven experience and demonstrated ability to operate on-line travel reservation system, such as the Galileo Reservation System and/or ABACUS system.
- Demonstrated ability to plan and organize tasks and workflows, with ability to manage multiple tasks, maintain accuracy under pressure, and meet tight deadlines.
- Demonstrated a proactive mindset, solution oriented and a strong customer service orientation by anticipating needs, and addressing issue promptly.
- Demonstrated ability to develop and maintain sound working relationships with stakeholders.
- Demonstrated commitment to teamwork and collaborative work practices.
- Demonstrated sound oral and written communication skills and sound interpersonal skills, including experience in cross-cultural environment and international settings.
- Proven skills in problem solving in a complex organizational environment and in work planning.
- Willingness to work long and outside office working/irregular hours, and perform relevant tasks as assigned by supervisor or ASEC higher authority
- Good command of English, written and spoken.
- Competency in computer skills with adequate knowledge of Microsoft Office and Outlook where relevant to the position.
