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Job Ref:

Job Title:
Receptionist / Administrative Assistant

IDR 145,933,076

Vacancy type:



Embassy of Canada in Jakarta, Indonesia

Closing date for applications:
04-12-2020 at 23:59 UTC/GMT

Summary of position:
The Receptionist/Administrative Assistant provides receptionist services as well as administrative-support services of mission-specific common services and the coordination of regionalized common-services requests, and administrative support for the mission’s consular program. The Receptionist/Administrative Assistant operates the central telephone switchboard serving all programs of the mission, provides general information to visitors; provides documents, information, and a variety of administrative services in support of one or more of the following areas: consular program, security, finance, human resources, materiel management, procurement, contracting, property, and facilities-management processes. Performs other duties as required.information, and a variety of administrative services in support of one or more of the following areas: consular program, security, finance, human resources, materiel management, procurement, contracting, property, and facilities-management processes. 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:
• Degree from a recognized college or university
• Fluency in English (reading, writing, listening and speaking)
• Fluency in Bahasa Indonesia (reading, writing, listening and speaking)
• Knowledge of French sufficient to manage basic exchanges on the phone and in person, and to successfully communicate to French-speaking clients that their inquiry is being redirected to a more fluent French speaker.

• Experience with general administrative duties
• Experience with standard office procedures
• Experience managing incoming calls and providing information to visitors
• Experience researching, compiling, inputting and maintaining data in electronic systems
• Experience preparing and reviewing reports, documents and summaries

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 such as Word, Excel, PowerPoint and Outlook.

• Ability to deal effectively with clients
• Ability to analyze and evaluate information
• Ability to communicate effectively orally and in writing
• Ability to prioritize
• Ability to multitask

Personal Suitability:
• Adaptability/Flexibility
• Client Service Orientation
• Teamwork and Cooperation
• Integrity
• Initiative
• Judgment

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
• Work experience in a diplomatic mission and/or international organization

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, 04 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.

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