THE ASEAN secretariat invites Indonesian citizens or ASEAN nationals with permanent resident status in Indonesia to apply for the following vacancies:
EXECUTIVE SECRETARIES
The ASEC is currently seeking two (2) Executive Secretaries, at senior level with good interpersonal, administrative and organizational skills to provide support to the Office of the Secretary-General (OSG). These individuals will form part of the Executive Support Division to coordinate and organize all official business for the Secretary-General of ASEAN and other members of his office.
Personal Qualities
The Executive Secretaries will manage professionally the day-to-day administrative, clerical and operational activities of the Office of the Secretary General (OSG). The positions will require regular interaction with high-level contacts as well as exposure to sensitive information. The Executive Secretaries will demonstrate diplomacy, discretion and good judgment in all professional actions as well as the ability to multitask in the management of a high-profile office.
The Executive Secretaries will utilize their superior interpersonal skills to represent the OSG on a daily basis in coordinating communication between the OSG and other divisions of the ASEAN Secretariat. They will also be responsible for the supervision of the administrative and secretarial staff servicing the OSG. The Executive Secretaries will be expected to demonstrate initiative and identify administrative problems and implement appropriate solutions on behalf of the OSG.
Duties and Responsibilities:
The Executive Secretaries will perform the following duties:
- Act as Liaison for the OSG: Liaise with upper management of the ASEAN Secretariat as well as high-ranking external officials, including Ministers of ASEAN member states, members of the Committee of Permanent Representatives, and Ambassadors on all aspects of the work of the OSG.
- Facilitate Meetings of the Executive Committee: Coordinate meetings of the Executive Committee of the ASEAN Secretariat; prepare agendas and subsequent reports of said meetings.
- Facilitate Meetings of the OSG: Prepare and compile documents for meetings of the OSG; complete notes at official meetings and workshops; draft and transcribe English language dictation for official correspondence on behalf of the Secretary-General and the OSG.
- Manage all Daily Operations of the OSG: Undertake general secretarial duties for the OSG in addition to supervising the coordination of secretarial and administrative staff for office-based duties. The secretaries and the administrative staff will: maintain schedules and activities of the Secretary-General and his senior staff; facilitate travel arrangements; coordinate incoming and outgoing correspondence; maintain database of contacts; create accessible filing system; and other miscellaneous tasks.
Requirements and Qualifications
- At least a diploma (D-III) from a reputable secretarial academy, with a relevant bachelor’s degree from an accredited university a significant advantage.
- A minimum of five (5) years of experience of relevant work experience.
- Demonstrated ability to plan and organise tasks and work flows
- Proven ability for accuracy under pressure and adherence to deadlines.
- Strong command of English, written and spoken.
- Competent level of oral and written communication skills, including experience in cross-cultural environment and international settings.
- Proven ability to maintain confidentiality of documentation and workplace matters.
- Computer literacy and proficiency in the use of Microsoft Office tools;
- Ability to multi-task, work long and irregular hours, and perform tasks outside the usual job scope;
- Ability to function effectively, independently and as part of a team.
- Willingness to travel overseas from Indonesia when required for project missions, if requested.
Remuneration and Benefits:
Successful candidates will be offered the post with a probation period of six months and monthly salary commensurate with his/her personal qualifications starting from IDR 4,000,000. There are other applicable benefits which include monthly transportation allowance, outpatient medical reimbursement, hospitalization insurance, and an annual bonus of a month’s basic salary. Upon completion of the probationary period, the candidate will be confirmed as Executive Secretary on a three-year contract, inclusive of the six-month probationary period, in the first instance.
How to apply:
Send your application highlighting your suitability and potential contribution to the position together with a detailed CV, including a recent passport-sized photograph and certified true copies of educational certificates obtained to the Personnel and Training Unit, ASEAN Secretariat, 70A Jalan Sisingamangaraja, Jakarta 12110. You can also email your application to: hr-asean@asean.org.
Please indicate on the subject heading: Application for Executive Secretary.
Application papers should reach the ASEAN Secretariat by 14 May 2009.
The Selection Committee’s decision is final and only short listed candidates will be notified.