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 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 Secretary for Disaster Management & Humanitarian Assistance (DMHA) Division, 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 Assistant Director/Head of DMHA Division, the Secretary shall be responsible to:
1. Provide secretarial and administrative support to the respective Division.
- Establish and maintain a coherent filing system, both hardcopy and softcopy.
- Arrange hotel reservation, ticketing, prepare Travel Authorization and Travel Advance (TA) and Petty Cash Voucher (PCV) Forms for officers of the Division travelling to attend meetings.
- Compile and prepare document kits for meetings (photocopy/ disseminate relevant documents/papers/letters for the Division desk officers).
2. Coordinate and manage general correspondence and event coordination.
- Record incoming and outgoing letters/memos including distribution of incoming letters and memos to the relevant officers.
- Arrange schedules for appointments of the Assistant Director/Head of Division.
- Respond to queries and provide necessary information related to the Assistant Director/Head of Division.
3. Coordinate events organised by the ASEAN Secretariat.
- Service as a supporting staff in meetings or events organised by the ASEAN Secretariat.
- Prepare the logistic, room arrangement, distribute the material for meetings and ensure the preparation of the necessary equipment.
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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 office administration.
- 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.
