The Delegation of the European Union to Indonesia & Brunei Darussalam

and the Delegation of the European Union to ASEAN are looking for a

Secretary

We are

The European Union (EU) is an economic and political union between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development cooperation and working with global organisations. Abroad, the EU is represented through more than 140 diplomatic representations, known 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 Secretary (Local Agent Group III) in the Delegation‘s Trade and Economic Section. The team consist of 5 people and there are occasional atypical working hours, while the Secretary must be available when requested.

Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Trade and Economic Section, providing support, expertise and assistance in all related administrative matters.

Following main task and duties for the Trade and Economic Section are currently required:

• Section Management: support effective and efficient work of the section including through internal IT tools

• Support increased visibility of EU in Indonesia regarding trade related issues 

• Support and help coordinate trade policy activities 

• Information management  of the trade section

• Maintaining and updating filing system of the section

• Act as backup for colleagues of other sections as per need.

The base salary will depend on relevant and verified employment experience, starting from IDR 15,315.849 per month (13 times per year); IDR 17,611.041 with 5 years and IDR 20,480.031 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 1^st May 2025.

Minimum Requirements/eligibility criteria

• Completed Secondary Education (Senior High School diploma, accomplished grade 12)

• Diploma in Secretarial Education or diploma related to the domain of activity of the section

• Minimum of 10 years of working experience in secretarial work in a diplomatic mission with focus on customer service orientation

• Full 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

• Proven ability to work individually as well as collaboratively as part of a team; Working experience with several EU systems used in secretarial work;

• Computer user skills (Microsoft Office: Word, Excel, Outlook, Power Point, etc.)

The following will be considered an asset:

• In addition to working experience in a diplomatic mission, relevant working experience in an EU mission/embassy/institution would be an asset

• 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;

• Ability to use several EU systems (such as MiPs, HR Hub, ARES, E-Tims);

• Working experience in liaising with other bodies, especially government institutions and business organisations;

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 

1. a motivation letter
2. a declaration of honor (see template)
3. a talent screener (see template)
4. and a CV using only the EU CV template available at Europass

all in 4 pdf documents, by e-mail (maximum size of all attachments 2 MB) to:

DELEGATION-INDONESIA-VACANCY@eeas.europa.eu

The deadline for applications is Friday 4^th April 2025, 15:00 (Jakarta time).

The subject line of the e-mail must state: “Application TRADE SECRETARY 2025, 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.