USEFM Office Management Assistant

U.S. Embassy Jakarta; Jakarta Utara; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A diplomatic mission in Jakarta is seeking an Office Management Assistant to support the Deputy Chief of Mission. The role involves managing schedules, arranging travel, and reviewing documents for accuracy. Candidates must have at least three years of experience in a professional office environment and be fluent in English. The position requires obtaining a Top Secret security clearance and starting within a month of authorization. The ideal candidate will be detail-oriented and skilled in office management.

Qualifications

• Minimum of three years of experience in a professional office environment.
• Language proficiency in English, including speaking, reading, and writing.

Responsibilities

• Manage the DCM's schedule and arrange travel for ASEAN member states.
• Review documents for accuracy and serve as custodian of official records.
• Ensure compliance with security and safety procedures.

Skills

Fluent in English

Office management

Document review

Education

Completion of at least two years of post secondary study

Job description

Overview

The incumbent is the Office Management Assistant (OMA) for the Deputy Chief of Mission (DCM) at the U.S. Mission to the Association of Southeast Asian Nations (USASEAN). The position reports directly to the DCM at this multi-lateral mission that is co-located with the bilateral Embassy to Indonesia. USASEAN works closely with the Jakarta-based missions of ASEAN's member states and dialogue partners, as well as U.S. missions located in ASEAN's 10 member capitals. The OMA provides a full range of administrative support to the DCM and ensures the smooth and timely flow of information and tasks to and from the Executive Office. The position coordinates with agency and section heads within USASEAN, as well as the bi-mission Management and Regional Security Offices and the bilateral Front Office.

Major Duties and Responsibilities

• Office Management and DCM Assistant duties: The position manages the DCM's schedule, arranges the DCM's travel to the ten ASEAN member states, arranges representational events, and prepares reimbursement vouchers for the DCM. The OMA works closely with the Ambassador's Office Management Specialist (OMS), provides backup support to the Ambassador during OMS absences, and provides occasional support to other USASEAN officers when available.
• Writing and Documentation: The OMA reviews documents for accuracy, formatting, clearances, style, and conciseness. The OMA serves as custodian of DCM's files and official records.
• Security and Safety: The OMA upholds and ensures compliance with Post's security and safety procedures.

Requirements

• All selected candidates must be able to obtain and hold a Top Secret security clearance. All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam. Selected candidate must be able to begin working within a reasonable period of time—1 month upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements

• Completion of at least two years of full-time (or equivalent part-time) post secondary study is required. (Please note that you need to submit U.S. education equivalency certification/transcript if you studied in a foreign college/university). Please address this factor in your ERA application under Education.

Evaluations

You will be evaluated against the qualifications and requirements in this vacancy announcement. You may be asked to complete a pre-employment language or skills test. You must complete the application form and provide the required documents. Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. If you fail to submit a complete application, then your application may be disqualified for this position.

Qualifications

• Experience: Minimum of three years full-time (or equivalent part-time) work experience in a professional office environment is required. (Please notethat one credited year of working experience is equal to 40 hours/week x 52 weeks or 2080 hours). Please address this factor in your ERA application under Major Duties and Responsibilities.
• Language: Fluent in English; speaking/reading/writing, may include the ability to translate. Please address this language requirement in your ERA application.