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Administrative Assistant – Development (ASEAN)

Position title: Administrative Assistant
Competition number:  2019-JKRTA/ASEAN 07
Position number: 423728
Type: Indeterminate (full-time) Employment
Department: Mission of Canada to ASEAN
Number of Vacancies: 1
Program: Development
Level: Program Support
Classification: LE 04
Starting Salary: between 85,934,012 and 128,471,562 annually
Closing date: June 27, 2019 @ 16:00

Summary of Duties:

Provide administrative support to the ASEAN Regional Development Program. Duties will include providing assistance with travel logistics, transportation, information management and record keeping, travel reconciliation, scheduling, maintaining a list of contacts, clerical duties, and bookkeeping for mission operation and management expenses.


This position is open to individuals who are eligible to reside & work in Indonesia, who meet all of the essential requirements stated below, and whose applications are received by the closing date. 

Essential qualifications 


Post-secondary degree or a relevant combination of post- secondary education and experience


Fluency in English and Bahasa (oral & written)


  • Minimum 2 years of recent experience in providing administrative and program support in an office setting.
  • Experience in financial tracking and management.
  • Experience in managing information.
  • Experience in managing, tracking and recording meetings, events, schedules and logistics.
  • Experience in interpreting and implementing policies and guidelines.


  • Knowledge of information management techniques

Computer skills:

  • MS-office (including Word, Excel, PowerPoint), MS Outlook, Internet, Social Media, etc.


  • Ability to analyze the implications of new administrative guidelines and/or policies and to establish procedures for implementing them.
  • Ability to draft and finalize correspondence in English.
  • 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
  • Judgement

Management reserves the right to assess the knowledge, ability and skills and competency criteria using either of the following: written exam and interview which are conducted in English.

Asset Qualifications:

Preference may be given to candidates who have the following asset qualifications:

  • Experience in managing and booking travel;
  • Knowledge of Government of Canada travel and hospitality directives and policies.
  • Ability to write and speak in French.
  • University degree.
  • Experience with SAP and/or Cloud data storage.
  • Experience working for the Government of Canada and/or a diplomatic mission.
  • Experience working with the ASEAN Secretariat and/or sectoral bodies.
  • Experience in communications, advertising, and or advocacy.

Organizational Needs:

Operational Requirements:

Normal work week 37.5 hours (7.5 hours per day)
Monday – Thursday 07:30 to 16:15
Friday 07:30 to 13:00
Ability and willingness to work overtime when required
Ability to work in Jakarta, Indonesia at the Embassy of Canada
Leave may be restricted due to operational requirements

Conditions of Employment:

Any job offer is subject to reliability security screening (including a criminal record and credit check). 

Proof of right to work in Indonesia and copies of educational qualifications will be required at the interview stage of the process.

How to apply

  • Applications must be submitted by e-mail by the closing date:
  • 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
  • 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.

Important notes

  • Only the applicants short-listed will be contacted by the HR section for the next steps which can include a written exam and interview.
  • Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).
  • Reference checks will be completed for candidates that reach the interview stage of the competition and that have been included in the selection process
  • The Mission of Canada to ASEAN does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
  • The results of this competition may also be used to establish an eligibility list of staff for similar openings at the Embassy of Canada to Indonesia which might arise in the 12 months following the completion of this competition.


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