Vacancy for a Secretary in the Finance, Contracts & Audit Section
Vacancy Notice
Job title: Secretary
LOCAL AGENT GROUP III
Finance, Contracts & Audit Section
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 the Republic of Indonesia, Jakarta works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the EU in dealings with the Indonesian government in areas that are part of the EU’s remit.
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:
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To draft standard correspondence and to receive and register incoming mail, as well as to process outgoing communications.
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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.
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To receive and screen incoming phone calls.
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To establish and maintain an organised filing (paper and electronic) system for the section, assuring easy retrieval of pertinent documents.
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To schedule appointments for the section, and to send and follow up invitations to events.
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To organise the logistics for missions and meetings for the Section – prepare minutes
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To assure systematic routing/ distribution of documents/ internal notes and section-related correspondences.
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To familiarise with the EU internal procedures and to follow the defined procedures
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Use of various IT tools (training will be provided)
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To undertake any other assignments that may be required, in view of the efficient functioning of the EU Delegation.
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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
The base salary will depend on relevant and verified employment experience, typically starting from IDR 18,547,319. 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 01 July 2026.
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)
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Proven solid knowledge in administrative and secretarial matters
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More than 3 years of proven experience as administrative assistant or secretary
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Knowledge of French or other EU languages
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Knowledge of other relevant IT applications
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Experience with teamwork, high flexibility, and capacity to work under pressure
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Work experience in diplomatic missions or international organisations
How to apply
The applicant must apply by sending:
▢ a cover letter, signed
▢ a talent screener
▢ a Curriculum Vitæ (to include, at the minimum, exact job titles, employers’ names and detailed tasks descriptions) using one of the Europass templates available at: https://europass.europa.eu/en
all documents to the following email address: eeasjobs-228@eeas.europa.eu and mention in the email’s subject:
"Secretary FC&A Section 2026"
no later than Friday, 29 May 2026 at 15:00 Jakarta time.
Caution: The applicant must verify that he/she fulfils all the conditions. For easy verification, the applicant must mark all the squares ▢ relating to each document or application condition. The absence of one of these conditions or documents is a reason for the rejection of the application
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 of candidates-based assessment of the information provided in the cover letter, CV and talent screener; practical testing and interviews. The best candidates will be invited to a written test and shortlisted candidates will be invited to a final interview.
Only candidates admitted to each successive selection phase will be contacted individually. 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 EU Delegation’s Administration.
The successful candidate will be subject to a medical check and background check.
Candidates who wish to lodge a complaint regarding the recruitment process may submit a written communication to the functional mailbox to which they sent the initial application. Upon receipt, the Delegation will review the matter and, where appropriate, consult Headquarters before providing a response.
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, preventing discrimination on any grounds and ensuring a zero-tolerance approach to any form of harassment. It actively welcomes applications 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.
If pre-selected, candidates with disabilities are invited to contact the EU Delegation eeasjobs-228@eeas.europa.eu in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates.
If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 4 of the Decision ADMIN(2025)13 of the Director-General for Resource Management of the European External Action Service on providing reasonable accommodation for local staff with disabilities working in EU Delegations.
DATA PROTECTION NOTICE: