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, 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 Sustainable Development Directorate, ASEAN Socio-Cultural Community Department.
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.
- Reporting to the Director of Sustainable Development Directorate (SDD), the Secretary shall be responsible to:
Office of Director Operations:
- Assist in compiling and organizing inputs to regular and ad-hoc reporting systems of ASEC such as the SG's Annual Report, ASCC/SOCA documentation, ASEAN and other related Summits, and to assist in preparation and monitoring of follow-up action matrices.
- Manage Director's schedule for appointments in-house and external to the Organisation. Maintain printed and e-documentation of Director's policy advisories, speeches, briefs, background and information papers.
- Compile and maintain matrix of Monthly Activities from Divisions/Officers in the Directorate (Mission Reports, Division’s Monthly Reports).
- Manage internal and external communication and correspondence flows of the Directorate Record Director's daily activities in Directorate/Outlook calendaring system.
- Manage and maintain Log Book of correspondences and monitor follow-up actions.
- Monitor, report and support in developing annual Directorate Budget for travel and hosted meetings.
- Ensure adequate provisioning of Directorate's office equipment, supplies and stationery requisition office supplies and arrange for control and distribution and maintenance.
- Support Office of DSG ASCC and Office of SG, as and when requested.
- Perform other tasks as assigned by the Director.
Directorate Communications and Correspondence
- Record and manage (including registration of) incoming and outgoing letters, memos and documents.
- Prepare draft memo travels, memos, letters and other forms of correspondences when necessary.
- Maintain e-documentation of Directorate and Division core outcome documents and reports on hard-disk and shared network folder.
- Photocopy and scanned documents (memos, letters, papers) for Director's files and record.
Mission and Meeting Facilitation
- Arrange logistics and administrative matters, such as local transport, hotel reservations, ticketing and prepare Travel Authorizations, and assist visa application when required, for Director's travel to attend meetings and other official missions.
- Prepare and maintain document kits for Director when necessary, including schedule of Staff travel/mission assignments.
- Service meetings organized or hosted by ASEAN Secretariat (i.e. provide document kits, supervise the flow of the document to be distributed).
- Consolidate papers from other Divisions in the Directorate when necessary.
- Liaise with Finance Budget Division (FBD) - travel advances and settlements Facilitate submission the Mission Report and Travel Claim on time Prepare/update the Directorate Calendar of Meetings.
- Manage Directorate Mission Reports flows and follow-up activities therein.
- Organize logistical and other arrangements for meetings hosted by Directorate.
- Prepare and circulate agenda of Director meetings, when necessary.
Directorate-Division Coordination
- Provide guidance and advise to Secretaries in the divisions overseen by the Directorate on business process (e.g.: managing files, schedule, servicing of meetings).
- Compile the Budget, PAR and Calendar of Meetings from Secretary's Division for Director's review.
- Assist in ensuring secretaries in the divisions comply with Directorate policies, business processes, office operations and systems.
ASEC-wide Support Services
- To prepare and compile the ASCC Notional Calendar, Knowledge and Document Management System (KDMS) and other cross-directorate/department services as requested.
- Assist other staff in the area of office management, participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes with follow up action.
- Share knowledge of working experience and review operating practices and implement improvements, when called upon and where necessary.
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- Completion of Diploma of Secretary, Business Administration, Public Relations, or other appropriate diploma, technical or other training relevant to the position and a minimum of one (1) year experience in executive support role.
- Practical experience in office administration of over one up to five years at national level or up to two years at international level required to coordinate and to identify problems of business process implementation.
- 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 at all levels of the 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.
