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Protocol Assistant to Heads of Missions

Position Title:  Protocol Assistant to Heads of Mission 
Classification Level:  LE-05
Starting Monthly Salary:  TBC
Organization:  Embassy of Canada to the Republic of Indonesia
Location:
Jakarta, Indonesia
World Trade Center 1, 6th Floor
Jl. Jend. Sudirman Kav 29-31

Type of Advertisement: External Competition
Tenure: Indeterminate (full-time) position
Competition No. : 2017-06

Eligibility List:  An eligibility list of qualified candidates for the position and other similar indeterminate or term positions will be established and maintained for a period of two years. 

Open to:

Any person residing and legally able to work in the Republic of Indonesia or at the Embassy of Canada who meet all of the essential qualifications and whose application is received by the closing date.

Closing Date:  October 13, 2017

General Inquiries and Submission of Application:

Applications must be submitted by e-mail by the closing date: JKRTA.Competition@international.gc.ca

Summary of Duties

Provide administrative and protocol support to the Ambassador of Canada to ASEAN and the Ambassador of Canada to Indonesia. In addition:

  • Develop and maintain contact records;
  • Provide advice and guidance on the functions of leaders and protocol matters;
  • Draft correspondence;
  • Interpret and translate from Bahasa Indonesia to English;
  • Assist with the organisation of high-level visits;

Essential Qualifications:

Language

  • An excellent knowledge of English and Bahasa Indonesia, both written and spoken, is essential.

Education

  • Bachelor’s degree from a recognized university. An equivalent combination of education, training and/or experience is acceptable.

Experience

  • Minimum 3 years of recent experience in providing administrative and program support in an office setting.
  • Experience in drafting correspondence.
  • Experience in managing information.
  • Experience in managing, tracking and recording meetings, events, schedules and logistics.
  • Experience in organizing events.
  • Experience in managing and booking travel.

Rated Qualifications

Computer Skills

MS-office (including Word, Excel, PowerPoint), MS Outlook, Internet

Knowledge

  • Knowledge of information management techniques.
  • Knowledge of ASEAN and/or Indonesian ministries and agencies.

Abilities

  • Ability to manage senior executive’s schedule.
  • Ability organize events.
  • Ability draft correspondence.
  • Ability to translate documents from English to Bahasa Indonesia and vice-versa.
  • Ability to act as an interpreter from English to Bahasa Indonesia and vice-versa in meetings and other settings.
  • Ability to manage information in a variety of formats.
  • Ability to prioritize multiple projects within tight timelines.

Personal suitability

  • Client Focus
  • Detail oriented
  • Teamwork
  • Excellent planning, organizational skills

Asset Qualifications

  • Knowledge of Government of Canada travel and hospitality directives and policies.
  • Ability to write and speak in French.

Application Process

  • Candidates must apply by submitting a cover letter and resume.
  • Applications without a cover letter will not be considered.
  • Candidates must demonstrate specifically in their application how they meet the essential language, education and experience qualifications.
  • Failure to do so will result in the rejection of your application. The usage of concrete examples is encouraged.
  • Applicants must provide three references including your current supervisor. If current supervisor is not included a rational must be provided for why your current supervisor is not listed as a reference.
  • The information you provide at the time of application will be used to assess the merit criteria.

Organizational Needs & Operational Requirements

  • Reliability and Security: A valid “Reliabilty Status” security check is required prior to being appointed to this position. Ability to obtain and maintain “Reliability Status” is a condition of employment.
  • Hours of operation: 07:30 to 16:15 (Monday to Thursday); 07:30 to 13:00 (Friday)
  • Ability and willingness to work overtime.
  • Ability to work in the Republic of Indonesia or at the Embassy of Canada during the term of the assignment.
  • Leave may be restricted due to operational requirements.

We thank all applicants for their interest, but only short-listed candidates will be contacted. Please ensure that you provide appropriate contact information so that you can be easily reached (e-mail, phone, mobile, etc). We plan to contact the short-listed candidates within 4 weeks of the closing date.

Other Information (Notes)

  • Pre-screening will be conducted to determine whether the candidate meets the language, education and experience qualifications for the position.
  • Reference checks may be sought.
  • An interview, conducted in English, will be administered.
  • A written examination will be administered.
  • Communication for this process will be sent via e-mail. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required. 

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Date Modified:
2017-09-26