General Service Staff – Travel

Job Reference Number :

AGAD/GSSTRA/056

Opening Date :

03/09/2026

Job Title :

General Service Staff – Travel

Closing Date :

20/09/2026

Job Description :

The Association of Southeast Asian Nations (ASEAN) was founded in 1967 with the purpose of promoting regional cooperation in Southeast Asia, in the spirit of equality and partnership and thereby contribute towards peace, progress and prosperity in the region. ASEAN comprises eleven countries in Southeast Asia, with Timor-Leste being admitted as an ASEAN Member State during the 47th ASEAN Summit on 26 October 2025 in Kuala Lumpur, Malaysia. It was proclaimed a Community through the “Kuala Lumpur Declaration on ASEAN 2025: Forging Ahead Together”, signed by the ASEAN Leaders during their 27th Summit 2015. The ASEAN Community Vision 2045: Our Shared Future articulates the collective aspiration of the ASEAN Community to realise a resilient, innovative, dynamic, and people-centred ASEAN by 2045, envisioning a developed ASEAN as the epicentre of growth in the Indo-Pacific region.

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 General Service Staff - Travel, Administration & General Affairs Division, Community and Corporate Affairs Department.

Remuneration and Benefits:
Successful candidate will be offered a basic salary of IDR 5,607,630 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 six-month probationary period. Please note that ASEAN Secretariat Staff shall not be retained in active service beyond the age of 60 years.

Reporting to the Assistant Director and Senior Officer of Administration and General Affairs Division, the staff shall be responsible for the following duties:

1. Manage all air-ticket booking and travel-related requests.

• Assist Travel Officer in facilitating all office air-ticket bookings and travel related services
• Assist Travel Officer in responding to routine staff request related to travel issues as appropriate
• Assist Travel Officer in emergency booking or changing the schedule when it is necessary.

2. Monitor air ticket payment and flow of invoices.

• Compile all invoices submitted by travel agent prior to submission Travel Officer for reviewing.
• Assist Travel Officer to coordinate with Desk Officers to ensure the invoices are charged to the appropriate/relevant Project and Trust Funds.
• Assist Travel Officer Coordinate with concerned staff with regard to the payment of all air tickets paid by sponsored organizations.
• Assist Travel Officer in preparing payment request for air tickets for submission to Finance & Budget Division (FBD).
• Assist Travel Officer in preparing the Monthly Refund Report.
• Assist Travel Officer in ensuring payment schedules are done in a timely manner.

3. Carry out administrative procedures and related tasks.

• Assist Travel Officer in compiling travel authorization (TRA), Memo Home Leave, passports and other travel related documents as appropriate;
• Assist Travel Officer in obtaining air flight ticket and hotel rates for Budget purpose;
• Assist the supervisor(s) in periodic review on the relevant booking and payment procedures;
• Assist Travel Officer in maintaining good relations with major airlines and establish corporate rates;
• Assist Travel Officer in filing travel forms such as refund forms, TRAs, contracts, memos, etc.;
• Perform other duties as assigned by supervisor/s Perform other relevant duties as assigned by the Assistant Director, Senior Officer and GA Officer/ASO and/or higher authorities of the ASEAN Secretariat.

• Minimum High School or equivalent graduate at relevant area of discipline in office administration or public relation. at least one (1) year of experience performing administration functions in travel agents, government, international organisation, or private sectors.
• Ability to communicate effectively with colleagues at all levels of the organisation and external clients of the organisation.
• Ability to operate as an effective team member and to support colleagues as required.
• Competent level of oral and written communication skills.
• Good command of English, written, and spoken.
• Competency in computer skills with adequate knowledge in Microsoft Office where relevant to the position.