The EU Delegation to Indonesia Jobs: Secretary
The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy. The EU Delegation to Indonesia and Brunei Darussalam was established in Jakarta on 6 September 1988. It is one of over 140 diplomatic missions that represent the EU around the world.
The EU Delegation’s role is to promote EU polices and to build closer ties with Indonesia and Brunei.
Indonesia is the first ASEAN country to have concluded a Partnership and Cooperation Agreement (PCA) with the EU, which governs our overall relation and cooperation. The PCA signed in 2009 and in force since 2014 encompasses dialogues in various areas: Political Dialogue, Security Dialogue, Human Rights Dialogue, Trade and Investment, Development Cooperation, Environment and Climate Change, as well as Fisheries and Maritime Affairs.
The EU Delegation to the Republic of Indonesia, Jakarta works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are coordinating the EU local consultation mechanism in Indonesia, at the level of ambassadors and of advisors covering political, commercial, consular and other fields. It represents the EU in all matters governed by EU policies and adopted positions.
Vacancy notice:
Secretary
- Local Agent Group III
- Finance, Contracts and Audit Section
We offer
The post of Secretary in the Group III in the EU Delegation’s Finance, Contracts & Audit Section under a fixed-term employment contract of 2 years to support the Multiannual Financial Framework (MFF) 2021-2027. There is a possibility of renewal under reserve of budgetary availabilities and operational considerations for the upcoming MFF as of 2028. The team consists of 7 people and there are occasional atypical working hours.Under this post, the recruited person will be attributed functions depending on the needs of the EU Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Finance, Contracts & Audit Section, providing general assistance, mainly administrative and secretarial support, in particular to the Head of Section.
Following main tasks and duties are currently required:
- To draft standard correspondence and to receive and register incoming mail, as well as to process outgoing communications.
- To send e-mail and any other form of correspondence, assuring direct coordination between the section and the European Commission in Brussels or other parties.
- To receive and screen incoming phone calls.
- To establish and maintain an organised filing (paper and electronic) system for the section, assuring easy retrieval of pertinent documents.
- To schedule appointments for the section, and to send and follow up invitations to events.
- To organise the logistics for missions and meetings for the Section – prepare minutes
- To assure systematic routing/ distribution of documents/ internal notes and section-related correspondences.
- To familiarise with the EU internal procedures and to follow the defined procedures
- Use of various IT tools (training will be provided)
- To undertake any other assignments that may be required, in view of the efficient functioning of the EU Delegation.
- To prepare the weekly dashboard of pending invoices and incoming payment requests/ recovery orders to be distributed to the Finance, Contracts & Audit and Cooperation Sections
Minimum requirements/ eligibility criteria (necessary for the application to be considered)
- Minimum of a High School Diploma or equivalent
- Minimum of 3 years of experience in the field related to operational and administrative support and resources, or in the fields of activities listed above. The professional experience must be acquired after the date on which the qualification allowing access to the post was obtained.
- Working knowledge (B2) of English both oral and written
- Fluency in Bahasa Indonesia
- Proven experience with operation of office equipment (scanners, copy machines, VTC tools, etc.)
- Excellent knowledge of Microsoft Office (Outlook, Word, Excel)
- Right to residence and work in the Republic of Indonesia
- Good standing as citizen/ resident confirmed with a police record
- Medical fitness to carry out the tasks assigned
Assets/ selection criteria (basis for awarding points to select the best applicant)
- Proven solid knowledge in administrative and secretarial matters
- More than 3 years of proven experience as administrative assistant or secretary
- Knowledge of French or other EU languages
- Knowledge of other relevant IT applications
- Experience with teamwork, high flexibility, and capacity to work under pressure
- Work experience in diplomatic missions or international organisations
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