Vacancy for a Receptionist/ Office Support Agent
The Delegation of the European Union to Indonesia & Brunei Darussalam
and the Delegation of the European Union to ASEAN are looking for a
Receptionist/ Office Support Agent
We are
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 & Brunei Darussalam and the EU Delegation to ASEAN in Jakarta work in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Indonesian government in areas that are part of the EU’s remit.
We offer
The post of Receptionist/ Office Support Agent (Local Agent Group IV) in the Delegation‘s administration section. The team consist of 13 people and there are occasional atypical working hours, while the reception must be staffed on a regular basis.
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 Administration, providing support, expertise and assistance in all related administrative matters and welcome visitors to the EU Delegation as receptionist.
The following mains task and duties are currently required:
- Welcome, assist, inform and/or direct visitors
- Managing the EU Delegation’s drivers
- Handling incoming and outgoing phone calls and mail
- Registering incoming and outgoing e-mail through the functional mailboxes
- Updating mailing lists and telephone contact lists
- Manage job applications and correspondence with applicants
- Provide administrative and/or logistical support
- Assistance with managing the infrastructure of the EU Delegations, including Residences and the inventory
- Managing bookings for meetings and events
- Provide secretarial support to the Administrative section and the Head of Administration
The base salary will depend on relevant and verified employment experience, starting from IDR 9,107,444 per month (13 times per year); IDR 10,208,928 with 5 years and IDR 11,585,783 with 10 years of work experience. There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan. The expected start date will be 1st November 2024.
Minimum Requirements/eligibility criteria
- Completed Secondary Education (Senior High School diploma, accomplished grade 12)
- Minimum of 5 years of working experience
- Good proficiency in English and very good proficiency in Bahasa Indonesia
- Enjoy civil rights and permits for employment under local law
- Good standing as citizen/resident (police record/“SKCK”)
- Medical fitness to carry out the tasks assigned
- Computer user skills (Microsoft Office: Word, Excel, Outlook, Power Point, etc.)
The following will be considered an asset:
- Working experience in a diplomatic mission or international organization or private sector with focus on customer service orientation;
- Higher Education/Advanced Diploma or a college certificate in a domain relevant to the position;
- Experience with general administrative and secretarial duties with customer service orientation;
- Knowledge of another official language of the European Union;
The successful candidate will be expected to work to a high level of accuracy, integrity, commitment and reliability, and be able to work productively both independently and as member of a team in a multicultural environment and to communicate properly with all parties involved.
How to apply
Interested candidates must submit an application in English language consisting of:
- a motivation letter
- a declaration of honour (see template)
- a talent screener (see template)
- and a CV using only the EU CV template available at: https://europa.eu/europass/eportfolio/screen/profile?lang=en
all in 4 pdf documents, by e-mail (maximum size of all attachments 2 MB), quoting reference in the subject field “ADMIN Receptionist 2024” to:
DELEGATION-INDONESIA-VACANCY@eeas.europa.eu
The deadline for applications is Monday, 16 September 2024, 15:00 (Jakarta time).
The subject line of the e-mail must state: “Application ADMIN RECEPTIONIST 2024, LAST NAME, First Name”. Certificates must not be provided at this stage. Only shortlisted candidates will be requested to provide copies of their certificates within a deadline of 5 days.
The names of the 4 pdf documents must be preceded by “LAST NAME, First Name” followed by “Motivation”, “Declaration”, “Talent Screener” and CV.
Only complete applications corresponding to the publication and received within the deadline only via above e-mail including mandatory documents will be considered.
Shortlisted candidate will be subject to a background check.
The successful candidate will be subject to a medical check.
The process
After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.
Depending on the number of applications received, successive phases of selection may include shortlisting candidate based assessment of the information provided in the motivation letter, CV, declaration and talent screener, practical testing and interviews. Maximum of 5 (Five) best candidates will be invited to the final interview with the selection committee.
Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.
The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the above indicated e-mail address.
EQUAL OPPORTUNITIES
The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes application from all qualified candidates from diverse backgrounds. We aim at a service, which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.