Protocol Assistant, Jakarta

Association of Southeast Asian Nations; Jakarta Pusat; On-site; IDR 68,239,000 - 81,736,000; Full time

Benefits offered by this job

Monthly transportation allowance

Outpatient medical reimbursement

Hospitalisation & life insurance

Annual bonus of a month’s basic salary

Gratuity

Job summary

The Association of Southeast Asian Nations (ASEAN) is seeking a Protocol Assistant for Conference Services, Protocol and Formalities Division. The role involves organizing conferences, events, and receptions, coordinating seating and venue arrangements, and assisting VIP arrivals and departures in Jakarta.

Minimum qualifications include a High Diploma and 2 years of relevant experience. The position offers a 3-year fixed-term contract with a competitive remuneration package and benefits, subject

Qualifications

• High Diploma (D-III) in Office Administration, Diplomacy, International Relations, or related discipline.
• At least two years of experience performing events or protocol functions in government or regional/international organisations, Foreign Mission or multi-national company.
• Ability to communicate effectively with colleagues at all levels and with external clients.
• Good command of English, written and spoken.
• Competency in computer skills with adequate knowledge in Microsoft Office.

Responsibilities

• Organize and provide administrative and logistical support for meetings and events at the ASEAN Secretariat.
• Coordinate with desks prior to, during, and after events; manage seating, flags, signage, and venue setup.
• Maintain and update schedule/room booking database and inform desk officers about venues and meals.
• Manage usage of meeting rooms and coordinate with internal/external stakeholders.
• Assist VIPs and dignitaries through VIP channels at airport and immigration clearance.
• Perform other duties as assigned by seniors.

Skills

Effective communication

Team player

English proficiency

MS Office

Education

High Diploma (D-III) in related field

Job description

The Association of Southeast Asian Nations (ASEAN) was founded in 1967 with the purpose of promoting regional cooperation in Southeast Asia, in the spirit of equality and partnership and thereby contribute towards peace, progress and prosperity in the region. ASEAN comprises eleven countries in Southeast Asia, with Timor-Leste being admitted as an ASEAN Member State during the 47th ASEAN Summit on 26 October 2025 in Kuala Lumpur, Malaysia. It was proclaimed a Community through the "Kuala Lumpur Declaration on ASEAN 2025: Forging Ahead Together", signed by the ASEAN Leaders during their 27th Summit 2015. The ASEAN Community Vision2045: Our Shared Future articulates the collective aspiration of the ASEAN Community to realise a resilient, innovative, dynamic, and people-centred ASEAN by 2045, envisioning a developed ASEAN as the epicentre of growth in the Indo-Pacific region.

The ASEAN Secretariat was established in 1976 by the Foreign Minister of ASEAN with basic functions of providing greater efficiency in the coordination of ASEAN organs and for more effective implementation of ASEAN projects and activities. It is also envisioned to be the nerve centre of a strong and confident ASEAN Community that is globally respected for acting in full compliance with its Charter and in the best interest of its people.

In alignment with the ASEAN Community Vision 2045 and Strategic Plans of the three ASEAN pillars of Political-Security Community, Economic Community and Socio-Cultural Community, and ASEAN Connectivity, and supported by the Department of Community and Corporate Affairs, the ASEAN Secretariat is inviting Indonesian citizens or ASEAN Nationals who are already residing and eligible to work in Indonesia to apply for the position of Protocol Assistant for Conference Services, Protocol and Formalities Division, Community and Corporate Affairs Department.

Remuneration and Benefits

Successful candidate will be offered a basic salary of IDR 6,719,300 and attractive remuneration package including:

• monthly transportation allowance
• outpatient medical reimbursement
• hospitalisation & life insurance
• annual bonus of a month's basic salary
• gratuity

Subject to good performance during the probation, the candidate will be offered a fixed term contract of three (3) years, inclusive of the 6-month probationary period.

Responsibilities

Reporting to the Assistant Director/Head and Senior Officer of Conference Services, Protocol and Formalities Division, the staff shall be responsible to:

• Organize and provide administrative and logistical support for meetings and events held at the ASEAN Secretariat.
• Perform daily activities in organization of conferences, meetings, receptions and public events at the ASEAN Secretariat. These include seating arrangements (lay-out for the meeting: U-shape, class room, round table and theatre style), placement table flags, room flags, field flags, country name plate, backdrop as well as testing of sound system and lighting.
• Maintain and update schedule/room booking database and provide information to the desk officers with regard to the meeting venue and lunch/reception venue.
• Manage usage of meeting rooms at ASEAN Secretariat.
• Coordinate with desk officers of ASEC and/or other parties prior to, during and after events held at the ASEAN Secretariat.
• Store, organize and manage conference services amenities available at ASEC in an orderly manner.
• Facilitate the Secretary General, VIPs and dignitaries for arrival and departure through VIP Channel at Airport and clearance of immigration and customs.
• Perform other relevant duties as assigned by Senior Officer, Assistant Director, Director CAD and/or higher authorities of the ASEAN Secretariat.

Qualifications

• At least High Diploma (D-III) of Office Administration, Communication, Diplomacy, International Relations, or a related discipline.
• At least two (2) years of experience performing events or protocol functions in government or regional/international organisation, Foreign Mission or multi-national company.
• Ability to communicate effectively with colleagues at all levels of the organisation and external clients of the organisation.
• Ability to operate as an effective team member and to support colleagues as required.
• Competent level of oral and written communication skills.
• Good command of English, written, and spoken.
• Competency in computer skills with adequate knowledge in Microsoft Office where relevant to the position.