Vacancy Notice

Title: Secretary for Political Affairs Section

Contract type:Fixed-Term Appointment

Duration of contract:Two(2) year (possibility of extension)

Application Deadline:  7 February 2012

 
Description of duties:

As part of the section team, the incumbent provides a variety of secretarial and administrative services in support of the section as follows:

 1. Drafts correspondence and documents based on written/verbal prompts from the Minister Counselor of Political Affairs and other diplomaticstaff of the section. Composes and finalizes correspondence of administrative nature. Provides rough translation or synopsis of incoming mail. Takes notes at sectionmeetings. Takes and transcribes from dictation, recordings and handwritten drafts, correcting as appropriate. Types reports and other documentation.

 2. Assists with the administrative preparation and conduct of meetings and other events and activities, in accordance with established procedures.

 3. Makes travel arrangements for duty or official travels in accordance with established procedures.

 4. Initiates action to process or follow up on correspondence, documentation and forms. Creates and maintain background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required.

 5. Responds to and acts on telephone enquiries and requests for information. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Coordinates appointments for the Minister Counselor of Political Affairs and other diplomatic staff of the sectionand organizes programmes for delegations attending meetings related to political affairs.

6. Provides briefing and guidance to general service and other staff on general office practices and procedures; liaises with, assists or replaces other secretaries and/or staffs in the Permanent Mission of the Republic of Indonesia should the need arise.

 7. Performs other related duties,as required, to assist the success of the mission of the organization.

REQUIRED QUALIFICATIONS

Education:

Essential:

Completion of high school or equivalent.

 Desirable:

Additional relevant higher education will be an advantage.

 
Skills:

Training required -

Essential:

Administrative training, or equivalent work-related experience, including typing and computer skills including Microsoft Office programs such as MS Words, Excel, and PowerPoint; communication and advisory skills.

Desirable:

Experience in minute-taking an asset

Competencies required:

 1) Communicating in a credible and effective way - The incumbent must be able to express him or herself clearly and in a structured and credible manner ensuring appropriate information sharing within the section/organization.

 2) Moving forward in a changing environment - The incumbent must be willing and able to adapt to a changing environment and priorities while maintaining positive attitude in support of new ideas.

 3) Producing results -The incumbent must be able to work independently to deliver quality results.

 4) Fostering integration and teamwork -The incumbent must see him or herself as a team member and work accordingly toward common goals.

 5) Respecting and promoting individual and cultural differences - The incumbent must be willing and able to work in a multi-cultural environment, open to ideas and values which may differ from those of incumbent.

 Personal qualities:

The incumbent must possess a cooperative spirit, flexibility and openness to new ways of working, be willing and able to work in a team of staff with mixed skills, sharing information, assignments and tasks to ensure achievement of shared goals. The incumbent must be suitable for work in an international environment; be able to establish and maintain good working relationships with staff members and national/international contacts. Since the incumbent is often the first point of contact with enquirers both from within and outside the organization, tact, discretion and courtesy are essential personal attributes.

 Experience:

Essential:

At least 2 years' experience in the secretarial/administrative field.

 
Languages:

INDONESIAN -

Essential:

Read, Write, Speak - Excellent (fluency/advanced) knowledge.

 ENGLISH -

Essential:

Read, Write, Speak - Excellent (fluency/advanced) knowledge.

 Other -

Desirable:

Knowledge of other languages an asset.

 
Annual salary: (Net of tax)

Determined by the level of education at entry

 
Submission of application:

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Application should be sent to Head of Chancellery, Permanent Mission of Indonesia at, ptri@indonesiamission-ny.org, indicating the vacancy title and number in the subject line.

 
To apply off-line, please send application to:

 
Head of Chancery

Permanent Mission of Indonesia

325 East 38 Street

New York

NY 10016

Additional Information:

Short-listed candidates will be invited to take entry tests and PC skills test in the appropriate languages prior to interviews.

 Interviews will take place using a competency-based approach.

 
Any appointment/extension of appointment is subject to the Decree of Minister of Foreign Affairs of the Republic of Indonesia no: 07/A/KP/X/01 Year 2006and other Regulations, Staff Rules and Manuals issued by the Ministry of Foreign Affairs of the Republic of Indonesia.

 
Only candidates under serious consideration will be contacted.

The Permanent Mission of the Republic of Indonesia has a smoke-free environment and does not recruit smokers or users of any form of tobacco.