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Job Ref:

Job Title:
Common Services Assistant

IDR 145,933,076

Vacancy type:



Embassy of Canada in Jakarta, Indonesia

Closing date for applications:
14-12-2020 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the supervision of the Property Manager at the Embassy of Canada to the Republic of Indonesia, the Common Services Assistant (CSA) acquires and manages materiel in an effective and economical way to support operational and program requirements; plans for, acquires, stores, maintains the inventory, repairs and maintains, transports and disposes of materiel in a manner that supports environmental objectives, and in accordance with policies; provides employees with materiel required to carry out their work and life abroad in an efficient, economic, productive and safe manner; coordinates the arrival and departures of Canadian Based Staff and their personal effects; and provides customs clearance and protocol services to the Embassy; performs other duties as required.

Essential qualifications:
Candidates will initially be screened against the Essential Qualifications relating to education, experience and language. Candidates must clearly demonstrate in their cover letter and CV how they meet each of these essential qualifications.

Screening Requirements:
• Bachelor’s degree from a recognized college and/or university, preferably in accounting, bookkeeping or finance.
• Fluency in English (writing, speaking, reading)
• Fluency in Bahasa Indonesia (writing, speaking, reading)

• Recent experience in managing assets such as office supplies, office and home furniture, small to large size appliances.
• Recent experience in maintaining an inventory and documenting lifecycle details of assets, as well as managing repairs, maintenance and cyclical replacement.
• Recent experience in dealing with moving companies locally and internationally.
• Recent experience in entering, tracking and recording financial transactions.
• Recent experience in tracking quarterly and annual budgets.
• Experience in working in a general office environment and following standard office procedures as well as liaising with government officials.
• Experience in dealing with the general public/client services.

*Recent is defined as within the last five (5) years.

Rated Qualifications:
The Rated Requirements relating to knowledge, abilities and competencies will also be assessed. Methods of assessment may include, but are not limited to, a written examination, an oral interview, role-play, practical tests, presentations and/or psychometric assessment.

• Knowledge of Microsoft Office applications (Word, Outlook, Powerpoint) and Intermediate Excel
• Knowledge of office routines, procedures and functions.
• Knowledge of basic accounting in an office environment
• Knowledge of general procedures for tracking and reporting financial transactions.
• Knowledge of electronic and manual information management systems;

• Ability to be organized and detail oriented with the ability to spot numerical errors.
• Ability to analyse and evaluate information
• Ability to prioritize multiple projects and tasks within tight timelines.
• Ability to establish effective interpersonal relationships within team, with clients and external partners.
• Effective Interactive Communication Skills (oral & written)

Personal Suitability:
• Client Focus
• Attention to details
• Professional Integrity
• Teamwork & cooperation
• Awareness of values and ethics in the workplace
• Adaptability to changes in priorities and
• Ability to manage tight deadlines

Asset Qualifications:
Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications in their cover letter and CV.
• Fluency in French
• Knowledge of SAP software
• Previous experience working in an international organization/company or diplomatic mission working in a property and/or materiel management related position or with an Indonesian public or private entity.
• Knowledge of Indonesian regulations for the movement of international shipments (incoming and outgoing) as well as custom regulations;

Organizational Needs:

Operational Requirements:
• Full Time, 37.5 hrs / week
• Working Hours: 07:30-16:15 (Monday – Thursday)
07:30-13:00 (Friday)
• Must be available, able and willing to perform occasional duties outside normal working hours (i.e., evenings and weekends)

Condition(s) of Employment:
The successful candidate must:
1. Have a valid “Reliability Status”, which will be granted after a security check (prior to appointment) as well as a local police clearance certification. The required level of security clearance must be maintained throughout the employment period.

2. Be able to work legally in Jakarta, Indonesia at the time of application. The Embassy of Canada to the Republic of Indonesia does not sponsor employment passes.

Area of selection:
This position is open to external applicants residing in Jakarta, Indonesia and employees in Embassy of Canada in Jakarta, Indonesia who meet all of the essential qualifications and whose applications are received by the closing date. The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

Important Notes:
How to Apply:
• Applications must be submitted through this website by 23:59, 14 December 2020, Jakarta WIB (UTC + 07:00)

• Only applications received through the aforementioned website before the closing date will be accepted.

• Applicants should send a résumé and cover letter in English or French which addresses each of the essential qualifications and any assets qualifications with specific and comprehensive information supporting each item.

• Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required.

• We thank all applicants for their interest, but we will only contact those who pass the initial screening.

Other Information:
• Please note that the Government of Canada does not reimburse any travel costs to and from interview nor does it reimburse any relocation costs.

• Applicants who fail to confirm their attendance at our written exam and/or interview will be considered withdrawn from the process.

• Applicants are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language (English or French) in their application.

• Applicants are advised that the exam and interview will only be re-scheduled under these exceptional circumstances:
a. Medical reason with certificate
b. Pre-arranged travel with proof
c. Pre-scheduled training with proof
d. Death in the family
e. Other exceptional reason deemed acceptable by the Selection Board

• If candidates need any special assistance in terms of attending exams or interviews, then please let us know at during the application process.

• The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar openings at the Embassy of Canada to the Republic of Indonesia which might arise in the 12 months following the completion of this recruitment process.

Sorry, this vacancy is closed.

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