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Executive Secretary


Do you thrive in an active and dynamic workspace that gives you all the responsibility you can handle?

Are you proactive and do you possess excellent organisational, social and communication skills?

Can you juggle several enquiries, at the same time be meticulous, and pay attention to detail?

Then YOU might be our new colleague. The Embassy of Denmark is looking for a new Executive Secretary to provide full secretarial and admin support to the Ambassador and Deputy Head of Mission.

The Embassy of Denmark is a high-paced and dynamic Embassy that offers an informal and flexible working environment. We are ambitious with a clear goal of delivering results and boosting Denmark’s relationship with Indonesia. You will be involved in many different activities ranging from secretarial support, logistical preparation of high level ministerial and delegation visits to assisting in organizing and arranging seminars, conferences, public diplomacy and cultural activities.

Key responsibilities include but are not limited to

  • Provide full secretarial and administrative support to the Ambassador and Deputy Head of Mission
  • Manage calendar and organise meetings with counterparts in government, international institutions, private companies, media – including maintaining and updating the Embassy’s contact database
  • Draft and prepare official letters, Note Verbales, invitations, visit and driver programmes
  • Responsible for the Ambassador’s programmes (visit and travel) including travel bookings (flight and accommodation) and expenses settlement
  • Organize the Ambassador’s official events/functions (breakfast, lunch, dinner, receptions, meetings - invitation cards, guest lists, catering, settlement etc.) in the Ambassador’s Residence
  • Logistical support and preparation of in- and out-going high-level ministerial and delegation visits, seminars and conferences
  • Assist with preparation and execution of ad hoc projects, staff seminars/away days, cultural and public diplomacy events
  • Acting as ‘stand in’ in the reception (including answering the phone), when reception staff are engaged elsewhere.

Qualifications and competences required

  • Minimum of 3 years of working experience in a Personal Assistant / Executive Secretary role
  • Proven track record of working with foreign missions or international organisations / companies
  • Fluency in written and spoken English and Bahasa Indonesia
  • Proficiency in MS Outlook, Word, Excel, PowerPoint
  • Willingness and ability to take personal ownership and responsibility
  • A strong sense of accuracy and attention to detail
  • Ability to handle stressful situations and prioritize multiple projects within tight timelines
  • A positive, open-minded and pro-active approach to new and varying tasks
  • Team player, well organized, responsible, flexible and loyal
  • Excellent planning and organizational skills

What we offer

The Embassy is offering a two-year contract with the possibility of extension in accordance with regulations for local staff at the Embassy of Denmark in Jakarta. The salary will consist of a base salary, allowances reflecting the candidate’s level of qualifications and functions in addition to a possible performance based bonus.

We would like you to start as soon as possible and preferably no later than 1 December 2019.

Application and recruitment process

Please send your application, (cover letter, photo, CV and recommendations - no other documents required) by e-mail to: Embassy of Denmark, E-mail: jktambvacancy@um.dk - marked ’Executive Secretary’ before Thursday 24 October 2019.

The Embassy is obliged to follow EU-rules of handling personal information (GDPR) when we receive and process job applications. Our processing of personal information will rely on your consent (art. 6, no. 1 litra a). Please read the privacy policy of the Danish Ministry of Foreign Affairs before applying (https://um.dk/en/about-us/organisation/contact-information/the-ministry-of-foreign-affairs-of-denmark-personal-data-policy/).

By sending your application, you actively consent to our processing of your personal information. In the above-mentioned policy you can read more about your rights (among others your right to withdraw your consent), how we process your data and how to complain about our processing of your personal data.

The Embassy attaches great importance to equal opportunities for all and therefore welcomes applications from all qualified persons regardless of race, sex, religion, age or disability.

Kindly note that only short-listed candidates will be contacted.

The chosen candidate must present a “No Criminal Record” and pass security clearance by the Danish authorities prior to appointment.

Questions

For any questions regarding this position, please contact Deputy Head of Mission, Søren Bindesbøll (sorbin@um.dk) or Head of Administration, Erik S. Johannsen (erijoh@um.dk).

About us

For more information about the Embassy, see our web page:

https://indonesien.um.dk/en