THE ASEAN SECRETARIAT

INVITES INDONESIAN CITIZENS OR ASEAN NATIONALS

RESIDING IN INDONESIA
TO APPLY FOR THE POSITION OF
SECRETARY
DISASTER MANAGEMENT & HUMANITARIAN ASSISTANCE
Background:
The Association of Southeast Asian Nations (ASEAN) Secretariat is the nerve centre of
ASEAN, a regional inter-governmental organisation founded in 1967, to promote peace and
stability, sustained economic growth, shared prosperity and social progress. It comprises
the ten countries of Southeast Asia.
The entry into force of the ASEAN Charter on 15 December 2008 had provided new impetus
to ASEANs integration efforts by establishing a legal and institutional framework required
to achieve the ASEAN Community by 2015. This includes the newly approved organisational
structure of the ASEAN Secretariat that is aligned to the requirements of the Charter and the
three Blueprints of the ASEAN Political-Security Community (APSC), the ASEAN Economic
Community (AEC), and the ASEAN Socio-Cultural Community (ASCC). The ASEAN
Secretariat is therefore well positioned to provide the necessary functions required to
effectively support the community building process under the Charter and the Blueprints.
Currently ASEC is looking for qualified and suitable candidate to fill the position of
Secretary, Disaster Management & Humanitarian Assistance Division, Cross-Sectoral
Cooperation Directorate, ASEAN Socio Cultural Community Department. The purpose of this
Division is to manage ASEAN cooperation in disaster management, including facilitating
implementation of the ASEAN Agreement on Disaster Management and Emergency
Response.

Duties and Responsibilities:

The duties will cover, but are not limited to, the following:
1. Provide secretarial and administrative support to the respective Division
a. Establish and maintain a coherent filing system in accordance to ISO standard.
b. Arrange hotel reservation, ticketing and prepare Travel Authorization for officers of
the Division travelling to attend meetings.
c. Perform other secretarial duties as assigned by the Assistant Director.
2. Coordinate and manage general correspondence and event coordination
a. Record incoming and outgoing letters/memos including distribution of incoming
letters and memos to the relevant officers.
b. Arrange unit schedules for appointments of the officers.
3. Coordinate events organised by the ASEAN Secretariat
a. Services as a supporting staff in meetings organized by the ASEAN Secretariat.
b. Prepare the logistic; room arrangement, distribute the material for meetings and
ensure the preparation of the necessary equipment.
Requirements:

Completion of appropriate diploma, technical or other training relevant to the position

and a minimum of four (4) years experience in executive support role.
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 crosscultural 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.

Remuneration and Benefits:

Successful candidate will be offered an attractive remuneration package including monthly
transportation allowance, outpatient medical reimbursement, hospitalisation insurance,
and annual bonus of a months basic salary. Subject to good performance during the
probation, the candidate will be offered a fixed term contract of three (3) years, inclusive of
the 6-month probationary period. Selected candidate is expected to start on 15 February
2014.

How to apply:
Send your application to asean.hr@asean.org highlighting your suitability and potential
contribution to the position together with a detailed CV, including a recent passport-sized
photograph, certified true copies of educational certificates obtained and completed
Employment Application Form, which can be downloaded at www.asean.org.
Please indicate on the subject heading: Secretary for Disaster Management &
Humanitarian Assistance. Application papers should reach the ASEAN Secretariat by 20
January 2014.
Incomplete applications will not be considered.
The Selection Committees decision is final and only short-listed candidates will be notified.
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