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Job Ref:
4529

Job Title:
FPDS Program Assistant

Salary:
IDR 145,933,076 per annum

Vacancy type:
Indeterminate

Term Details:
This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in the Embassy of Canada in Jakarta, Indonesia. Department: Embassy of Canada in Jakarta, Indonesia

Level:
Assistant

Classification:
LE-A2

Location:
Embassy of Canada in Jakarta, Indonesia

Closing date for applications:
25-06-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
Provides daily administrative support and services to the Political and Public Affairs Counsellor (the Counsellor) and the broader political and public affairs (FPDS) team, including organising and scheduling appointments and meetings and managing all related logistics, including arranging transportation; organising and coordinating team meetings and maintaining the team planning calendar; timely and efficient handling of the program’s travel requirements, including flight, hotel and local transportation arrangements, and the processing of travel authorizations and claims; maintaining contacts in government, diplomatic and other circles in order to arrange appropriate meetings.

Provides financial management and coordination support to the Counsellor, First Secretary and Canada Fund for Local Initiatives (CFLI) Coordinator in the form of administration of all financial processes, maintenance of financial and planning documents; providing regular, effective update briefings (including financial reports on expenditures against budget allocations).
Assists in the planning and organization of receptions, special events, meetings, etc. organised by the FPDS team, including identifying requirements such as local hotels, restaurants, menus and special logistics, presenting recommendations for meeting these needs to the Counsellor; coordinating other aspects with FPDS officers, the Ambassador’s assistant, staff of the Official Residence, security and common services teams, including on matters such as compilation of guest lists, preparation of invitations, protocol, etc.

Assists in the organisation of and provides logistical support for visits of Canadian ministers, federal and provincial government officials, and senior industry executives to Indonesia and Timor-Leste, and of visits to Canada by Indonesian and Timorese officials and others.

Acts as a focal point of contact for visitors/callers, including by reviewing all incoming correspondence and redirecting it to the appropriate section/officer; screening all telephone enquiries to the Counsellor and redirecting calls to appropriate staff.

Essential qualifications:
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.

Education:
• Bachelors’ degree from a government-recognized university.


Language:
• Fluent in English (comprehension, written, spoken)
• Advanced knowledge of Bahasa Indonesia (comprehension, written and spoken)


Experience:
• Minimum two years recent* working experience in an office environment:
o Experience in events, visits, meetings and/or conference logistics.
o Experience in organizing business travel.
o Experience in providing administrative support.
o Experience in providing budgetary support.

* Recent experience is defined as normally acquired within the last three (3) years.



RATED REQUIREMENTS
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:
• Knowledge of standard office procedures and practices
• Knowledge of modern IT systems
• Knowledge of Indonesian geography and transportation options


Abilities:
• Ability to accurately prepare, charts, tables or plans in Word, PowerPoint and Excel.
• Ability to use outlook email software to send messages and schedule meetings, as well as
manage the calendars of others.
• Ability to organize and participate in video conferencing meetings using software such as MS
Teams, WhatsApp, Zoom and Webex.
• Ability to effectively communicate orally and in writing in English and in Bahasa Indonesia (this may be assessed using your CV and cover letter)
• Ability to work independently with minimal supervision
• Ability to proactively raise issues to supervisor before they become problems
• Ability to prioritize tasks in order of importance
• Ability to sort and respond to correspondence in a timely way
• Ability to use a smartphone efficiently.


Competencies:
• Strong planning and organizational skills
• Adaptability and Flexibility
• Judgement
• Initiative and autonomy
• Client focus
• Teamwork and Cooperation
• Integrity
• Discretion

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.
• University degree in Business studies, Public Administration or equivalent.
• 5+ years of working experience providing administrative support in an office environment
• Significant experience in a similar role in a diplomatic mission or an international organization
• Experience in customer service
• Experience working in a multicultural environment
• French language skills

Organizational Needs:

Operational Requirements:
• Hours of work 37.5 hours per week
• Must be available for occasional duties outside normal working hours (i.e. evenings and weekends).

Condition(s) of Employment:
The successful candidate must:
• Have a valid “Reliability Status”, security check is required prior to appointment as well as a local police clearance certification. The required level of security clearance must be maintained throughout the employment period.
• Have the ability to maintain a valid working authorization in Indonesia for the duration of the employment term. If applicable, proof of Visa is required.

Area of selection:
This selection process is open to all applicants eligible to legally work in Indonesia who meet all of the essential qualifications and whose applications are received by the closing date, including Locally Engaged Employees of the Embassy of Canada in Jakarta, Indonesia. Please note that the Embassy of Canada in Jakarta, Indonesia does not sponsor work authorizations directly or indirectly. The Government of Canada is an equal opportunities employer. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other 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, 25 June 2021, Jakarta time
• Only applications received through the aforementioned website before the closing date will be accepted.
• Applicants should send a résumé and cover letter, in English (not longer than 4 pages) 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. Candidates who apply to this vacancy should include an email address that accepts email from unknown users and regularly check their email, including spam folder.
• 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.
• If candidates need any special assistance in terms of attending exams or interviews, then please let us know at LES-E-Recruitment-MANIL@international.gc.ca during the application process.
• This competitive staffing process may be used to create an eligibility list of qualified candidates for this position and/or similar positions with various tenures, including indeterminate and term at the Embassy of Canada in Jakarta, Indonesia which may arise in the 12 months following the completion of this recruitment process. If the selected candidate is already an active Locally-Engaged Staff (LES) employee, the eligibility list may also be used for assignments or acting appointments. When you submit your application, you must specify at least one type of employment tenure for which you are interested in being considered (e.g., indeterminate only) so that we may create applicable eligibility lists.





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