Vacancy: BB 2 – Administration Assistant (Security)

Applications are invited for the above position in the Consular and Administration section of the Australian Embassy, Jakarta. The position is a full time position with an immediate commencement date required.

The duties of the position and selection criteria are listed below. The successful applicant will meet the selection criteria as detailed in the attached. Applicants should ensure their application includes comments on how they meet each of the selection criteria and should be no longer that three (3) typed A4 pages. Applicants should also include a copy of their curriculum vitae (resume), and details of two referees who may be contacted if necessary. Applications which do not address the selection criteria will not be considered for interview.

A starting monthly salary of IDR.4,218,002 will be offered to the successful applicant dependent upon qualifications, relevant experience and demonstrated skill.

Applications should be directed to Ms Gaby Kusniadi, Training and Recruitment Officer at the following email address: jakartajobapplications@dfat.gov.au, with subject: Administration Assistant (Security) before close of business 16.00 hours on Friday, 24 July 2009. Please note that no phone call inquiries will be taken and only short-listed applicants will be notified.
Duty Statement

Position No. 5705
Designation and Classification: LES / BB 2
Local Designation: Administration Assistant
Department: DFAT
Section: Security
Branch: Australian Embassy, Jakarta
Continuing, Fixed Term or Part Time: Continuing
Immediate Supervisor: Regional Security Adviser
No. of subordinates: N/A
Highest subordinates: N/A

Duty Number:
As part of the Embassy Security Section the occupant is required to:

1. Provide professional and timely administrative support to the Embassy Security Section;
This will include undertaking security briefings of new staff (in Bahasa Indonesia and English); extensive liaison with partners and stakeholders; purchasing of new equipment and services; maintenance of contact records and databases; and translation of documents.

2. Manage security clearances for locally engaged Indonesian based staff;
This will include undertaking research tasks to ensure that clearances are processed in accordance with departmental Security Instructions; maintaining appropriate records and files; and preparing reports for the Post Security Manager.

3. Manage the budget for the Security Section;
This will include ensuring that SAP records are accurately maintained in accordance with Finance Regulations and DFAT instructions; payments are processed in accordance with Finance Regulations; and timely advice is provided about budget issues, including advising of likely cost overruns.

Duty representing highest function: 1 and 3.
Qualifications: High level English and Bahasa Indonesia, written & communication skill.

Selection Criteria

  1. High level English and Bahasa Indonesia written and oral communication skills;
  2. Ability to manage more than one important administrative task at a time, work under pressure and meet deadlines. Good organizational ability. High attention to detail. Sound record keeping ability;
  3. Ability to provide high level professional administrative services to both Indonesian and Australian based staff;
  4. Ability to work effectively as part of a team and contribute to good working relations within the Embassy;
  5. Ability to quickly learn financial management system;
  6. High level computing skills, including MS Word 2007, Excel and Lotus Notes.

Addressing the Selection Criteria

  • Outline your skills and abilities that relate to the criterion you are addressing.
  • Do not simply address the criterion by saying that you possess the required skills but highlight your skills, experiences and achievements. Describe how you utilize these skills and provide examples.
  • Think broadly and diversely when addressing the criterion. For example: if the criterion relates to an employer seeking a person with good communication skills, think about the different forms of communication (in person, in writing, over the telephone and communicating with persons from different ethnic backgrounds/cultures, language barriers, non verbal communication skills etc).
  • Make sure that your response is clear, succinct and concise. Remember, there is no need to impress by providing an overly complicated response that the employer is will have trouble interpreting.
  • Use positive action words.
  • Ensure that your response to each criterion is no longer than half a page.
  • Run a spell check on your computer before anyone sees your application.
  • Do a grammar review.