**Job Reference Number**:ASEC/2023/CRD/FSTSECRETARY/033**Opening Date**:20/07/2023**Job Title**:TBD1Secretary - Community Relations Division**Closing Date**:03/08/2023The 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 ten (10) countries in Southeast Asia. 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 Vision 2025 calls for the ASEAN Community in forging ahead together, and to work towards building a community that is politically cohesive, economically integrated and socially responsible.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.**Remuneration and Benefits**:**Responsibilities**- Provide secretarial and administrative support to the Assistant Director (ADR) of the Division:- Maintain a coherent filing system in accordance to ASEC ODCS Handbook.- Prepare travel memo and arrange hotel reservation, ticketing, and Travel Authorization.- Form for the Assistant Directors official travel.- Prepare travel, education, medical/dental and other applicable claims.- Arrange appointments and meeting schedule.- Draft letters or memo as instructed by the ADR.- Prepare the necessary documents for internal and external meetings.- Perform other secretarial duties as assigned by the ADR.- Provide general administrative support for the Division:- Provide backstop support to ASEAN Gallery and Gift Shop management as required.- Receive mails/other communications and process accordingly.- Arrange hotel reservation, ticketing and prepare Travel Authorization Form for CRD staffs travel.- Prepare MSR, petty cash, DAF and Expense Statement.- Backstop Officer in charge of CRD finances.- Render logístical support to CRD events such as arranging venue, ordering meals, providing refreshments for the group visit, etc.- Maintain and update CRD mailing list database.- Upload CRD documents on the Knowledge and Document Management System (KDMS) as needed.- Prepare minutes of division/directorate meetings, as requested.**Qualifications**- Diploma in Secretarial studies or related field/discipline with minimum one (1) year relevant working experience in a technical role.- Experienced in handling a wide range of administrative and executive support related tasks.- Well-organized, flexible and enjoy the administrative challenges in supporting diverse people and programmes.- Ability to communicate effectively with colleagues at all levels in the organisation.- Ability to plan and organise tasks and work flows, with proven ability for accuracy under pressure and adherence to deadlines.- Demonstrated commitment to collaborative work practices.- Demonstrated sound oral and written communication skills and sound interpersonal skills, including experience in cross-cultural environment and international settings.- Demonstrated ability to multi-task, work long and irregular hours and perform tasks outside the usual job scope.- Good command of English (listen, read, written and spoken).- Competency in computer skills with adequate knowledge of Microsoft Office and Outlook where relevant to the position.
