Secretary Environment Division

Job Reference Number :

SEC/ED/016

Opening Date :

07/02/2024

Job Title :

Secretary Environment Division

Closing Date :

22/02/2024

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 ten (10) countries in Southeast Asia. It was proclaimed a Community through the “Kuala Lumpur Declaration on ASEAN 2025: Forging Ahead Together”, signed by the Leaders of ASEAN Member States at the 27th ASEAN Summit in 2015. The ASEAN 2025 calls for the ASEAN Community to forge ahead together, and to work towards building a community that is politically cohesive, economically integrated and socially responsible.

The ASEAN Secretariat was established in 1976 by the Foreign Ministers of ASEAN with the basic function 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 center 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 line with the ASEAN 2025 and the key aspirations of the three ASEAN Community pillars, namely: Political Security Community, Economic Community and 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 Secretary for Environment Division, ASEAN Socio-Cultural Community Department.

Remuneration and Benefits:
Successful candidate will be offered a basic salary of IDR 6,719,300 and attractive remuneration package including monthly transportation allowance, outpatient medical reimbursement, hospitalization & life insurance, annual bonus of a months 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.

Responsibilities

• Reporting to the Assistant Director/Head of Environment Division, the staff shall be responsible to:

  1. Provide secretarial and administrative support to the respective Division.

  • Establish and maintain a coherent filing system for internal Division database.
  • Prepare Travel Authorization for officers of the Division travelling to attend meetings, and make necessary logistical arrangements including registration, ticketing and hotel reservation.
  • Assist in tracking and updating the Division travel and hosting budget utilisation, and facilitate ASEC administrative and finance-related processes and forms.
  • Serve as focal point of the Division for ASEC Knowledge and Document Management System (KDMS) and maintain up-to-date the Division’s database.
  • Assist in preparing meeting document kits as necessary.
  • Perform other secretarial duties as assigned by the Assistant Director.

  2. Coordinate and manage general correspondence.

  • Record Incoming and Outgoing Letters/Memos including distribution of incoming letters and memos to the relevant officers.
  • Coordinate and respond to requests of meetings/visits and arrange schedules for Division team members in consultation with Head of Division, and manage the Division’s calendar of meetings accordingly.
  • Make necessary arrangements for entry of guests to ASEC premise and meeting room reservation, and/or office transport for the Division to attend external meetings.

  3. Coordinate events organised by or at the ASEAN Secretariat.

  • Prepare the logistical arrangements, including making room reservation, preparing necessary meeting equipment and F&B, and distributing materials for meetings, and
  • Services as a supporting staff in meetings organized by the ASEAN Secretariat and/or projects under Environment Division.

Qualifications

• • Completion of appropriate diploma, technical or other training relevant to the position and a minimum of one (1) years’ experience in executive support role. A candidate with four (4) years in relevant role is preferred.
  • 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 work place.
  • Familiarity with protocol matters.
  • Competent command of English, written, and spoken.
  • Work within the core values of the ASEAN Secretariat.