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 2045: Our Shared Future and Key Aspirations of the three pillars of the ASEAN Community, namely the ASEAN Political-Security Community, the ASEAN Economic Community and the ASEAN Socio-Cultural Community, 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 Officer for Political Cooperation Division 1, ASEAN Political-Security Community 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 Political Cooperation Division 1, the Officer shall be responsible to:
1. Provide technical and administrative support to the relevant ASEAN bodies with respect to relevant meetings.
- Prepare relevant documents and logistics for the meetings;
- Prepare and/or compile relevant documents such as briefing notes, talking points, and presentations for the meetings;
- Take minutes and assist in the rapporteuring work in the meetings;
- Coordinate follow-up actions and decisions.
2. Provide support in managing the database of the Division’s information and documents.
- Maintain and regularly update the Division’s information and document database using the ASEAN Secretariat’s Knowledge and Document Management System (KDMS).
- Organise and archive official records, meeting documents, briefing notes and talking points, correspondence, contact lists, and calendar of meetings, among others.
- Facilitate information sharing within the Division and with other ASEAN Secretariat Divisions.
- Provide support in internal audits and reviews by ensuring document trails are complete and well-maintained in the KDMS.
3. Provide technical and administrative support with respect to the implementation of programmes and projects in the area of political cooperation.
- Liaise with relevant ASEAN Sectoral Ministerial Bodies (ASMBs) through relevant ASEAN Secretariat Divisions, as well as ASEAN Member States on projects and activities in the area of political cooperation.
- Participate in and provide technical and substantive support for the implementation of projects and activities in the area of political cooperation.
- Assist in appraising projects, as required.
4. Coordinate with all relevant ASEAN Secretariat Divisions.
- Compile relevant papers/information from ASEAN Secretariat’s Divisions for the Meetings of the ASEAN Summit, ASEAN Coordinating Council (ACC), Committee of Permanent Representatives to ASEAN (CPR) and their respective subsidiary bodies.
- Coordinate the required follow-up actions of the relevant Divisions.
- Complete other tasks relevant to the work of the Division, when necessary.
5. Facilitate the requests of ASEAN Member States as required.
- Respond to and support document and data requests from ASEAN Member States in a timely and accurate manner.
- Compile data for reference.
- Support the preparation of custom briefing materials, document sets, and follow-up reports based on ASEAN Member States’ requests.
- Prepare, compile and maintain data records and documentation of the activities, decisions and initiatives.
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- Advanced degree in International Relations, Political Science, Public Administration, Law or an appropriate related field; or Bachelor’s degree with a minimum two (2) years relevant work experience in Political Science, International Law, political issues related to the field, or other relevant specialised field.
- Demonstrated knowledge, understanding and technical skills in the relevant area and the ability to acquire them.
- Good command of English. Strong listening skills are an advantage.
- Competency in computer skills and adequate knowledge of Microsoft Office and Outlook. Strong typing skill on laptop is an advantage.
- Demonstrated ability to plan and organise tasks and work flows, with proven ability for accuracy under pressure and adherence to deadlines.
- Demonstrated ability to develop and maintain sound working relationships with stakeholders.
- Demonstrated commitment to collaborative work practices.
- Proven skills in problem solving in a complex organisational environment and in work planning.
- Ability to multi-task, work long and irregular hours, perform tasks outside the usual job scope, and willingness to travel frequently on short notice.
